Task 6_Reviews Material_Karima Sabilla Al Haq_4112101019_AM 2A Morning
NAME : KARIMA SABILLA AL HAQ
CLASS : AM 2A (MORNING)
NIM : 4112101019
Reviews
All Material (Sixth Week )
WEEK 1
(Business Letter)
·
Definition
of Business Letter
A business letter is a type of letter that
functions as a written communication tool to convey various business and work
goals.
Business Letters are letters that are official
or formal for business purposes issued by companies/agencies. Usually Business
Letters are given to clients because of an important need.
·
Purpose
The Business Letter contains information, motivation ,persuasion (persuasive), and also
promotion.
·
Layout
format
·
Full Block Style
·
Modified Block Style
·
Semi Block Style
·
Part of
Business
A letter has the following parts:
1. Letter
Head (Letterhead)
Is an identity that contains the logo, name,
address and telephone of the sender of the letter.
2.
Reference Line
In English letters, it usually contains the
first letter of the name of the executive who signed the letter, followed by a
slash or colon, then the name of the typist. Example : Your ref : 22 March 2004
Our Ref : BS/KF
3. Date
Line (Date)
This is the date part of the letter. While the
format for writing the date is month/day/year, for example August 30, 2012.
- Example of writing date using British Style
03rd April 1990
The British Style writing format is almost the
same as the writing in Indonesian, except that on the date a multilevel number
suffix is added. The date position in British Style is placed at the top
right of the letter.
- Example of writing date using American Style
April 03, 1990
Writing date using American Style is placed on
the top left of the letter in the format Month Date, Year.
4. Inside
Address
This section contains the name of the
recipient of the letter, his position, and the name of the company along with
the address. If you are not sure who (name) the letter is addressed to, do not
leave it blank, but try to use the title, such as “Director of Human Resources”.
5.
Solution (Opening Greetings)
In this section, the term used is “Dear
Mr./Mrs./Ms. (last name of acceptance)”, for example “Dear Mr. Fathoni".
But if the recipient's name is not known, write the name of the department, for
example "Dear Director of Department of Human Resources".
6.Subject
Line (Heading)
Regarding making it easier for recipients to
find the purpose of the letter, for example, Invitation, Apology, and so on.
7. Body Of
Letter
The body of the letter is the place where you
write down what you want to convey. Paragraphs in the body of the letter must
use a single space (single space) and without any separation between each
paragraph. Leave some space between the end of the content and the cover.
8.
Complimentary Close
This section as a marker that your letter has
been completed, usually ends with writing "Sincerely",
"Sincerely yours", "Thank you", and so on
9. Signature/
Sender Name and Designatio
This section is the author's signature,
usually in black or blue ink.
10.
Enclosure ( Attachment )
If a letter contains other documents or
attachments other than the letter, the author must display the number of
attachments by using "Enclosure (number of attachments)", for example
"Enclosure (6)".
11. Carbon
Copy Natation (copy letter).
This section is used to inform the recipient
of the letter, that the letter is also sent to parties who need to know the
contents of the letter. CC is placed at the bottom left of the letter.
Example: CC : Finance Department
·
Structure
Written Communication
Ø
Opening/ Introduction
Ø
Greetings
Ø
Body
Ø
Closing
·
Language
and tone
Ø Convey
messages in simple and easy to understand language
Ø Present
the document with a good impression, and use a neat format
Ø Make the
text according to the rules and accurate
Ø Appropriate
tone to reflect the spirit of the message and should not sound harsh or
offensive
Ø Write
naturally, be sincere and write in your own style
Ø Don't be
too verbose, just get to the point
Ø Don't
write words like knowing everything
Ø Does not
give a bad impression and confuses the recipient
WEEK 2
(Request Letter, Quotation, and Orders Letters)
·
Request Letter (Inquiry Letter)
Inquiry Letter, this letter is an official
letter that can be used to state a request from a prospective buyer (request of
the candidate buyer) regarding the price of goods (product price), quality of
goods (product quanlity), list of goods (catalogue), method of payment (method
of payment) or method of delivery (method of delivery).
·
Inquiry
Letter Structure
The following is the structure of an inquiry
letter:
Ø
Letterhead
Ø
Regarding
Ø
Letter creation date
Ø
Company's address
Ø
Greetings
Ø
Contents
Ø
closing
Ø
Sender's signature
Ø
Mailing company address
·
Structure of Request Letter
Ø
Opening
Ø
Body
Ø
Closing
Quotation
A Quotation letter is a formal letter written
to quote the price of a particular product or service. A quotation letter is
sent by a seller or service provider when the customer requests a quotation
letter. A quotation letter can be used for various purposes. It can be used to
evaluate the approximate cost and expenditure involved in the purchase of an
item or multiple items and also for reimbursement provided by the company for a
particular product or service.
·
Types of
quatitation are:
1.
Vendor’s Quotation
This
offer letter is a letter made by the manufacturer that produces raw,
undercooked, or ready-to-produce products to the vendor.
2.
Customer’s Quotation
This
is an offer letter prepared by the company for the customer. So, when the
company will make a sales offer to customers, the company will publish a customer's quotation.
·
Structure
of quotation
·
introduction/opening
A brief company file. The aim is of
course to introduce yourself to the second party.
·
Content/body
Complete Quotation Details
·
closing
great hope to establish cooperation
with potential customers.
Order Letter
Placing an order letter is an order letter
addressed to the seller to order goods in sufficient quantities. Through this
letter, it is possible to avoid orders for items that do not match, unscheduled
delivery times, and aspects that are determined to be inadequate.
Some things that need to be considered when
placing an order:
o
As a customer, state the company's identity
clearly on the purchase order.
o
Include any details that you will order, such
as brand, name of goods, quantity, and other information.
o
Clearly state the manufacturer or supplier you
have chosen.
o
State the media as an advertisement for the
products being offered (if necessary).
o
State the form and quantity of the order in
detail. If necessary, make a list in the table to make it easier to search and
serve.
o
State the delivery method, delivery time,
payment method, and also the shipping method you want.
o
Include the PO (purchase order) number. This
number is very important for tracing if there are errors or problems.
·
Seven
things to do when you write an order letter:
If you
write for the company you work for, the paper should have the letter head on
it. Just type the date below the letter head. Make it right-aligned.
1)
Write the inside address. The company you are
writing to.
2)
Write the subject. For example: Purchasing 10
sets of Computers
3)
Write salutation: Dear Seller/Dear Mr. Johnson
4)
Write the body of the letter. It has to
include:
the opening sentence. Example: We
would like to purchase the following items:
the
name(s) of items/products with the specifications, the quantity, the price, the
total price, the payment methods, the delivery date (deadline), the delivery
address, the person to contact and his/her phone number
5)
Closing statement. Example: Thank you for your
cooperation.
Write
the complimentary closing. Example: Sincerely, Sincerely yours, Yours truly,
Yours respectfully
6)
Put your signature, name, and position
7)
Make sure you check all the details in the
body of the letter because it becomes a legally binding agreement between you
and the seller.
·
How to
Write a Letter Placing Order
o
Paragraph 1 – Start the letter with what you
have learnt about the company and its products.
o
Paragraph 2 – Draw a table and include “Order
Number”, “Item name” “Item quantity” “Other
o
Specifications.”
o
Paragraph 3 – Refer to how, when, where you
would like the delivery to be made.
o
Close the letter with how you hope for the
delivery, etc.
·
Types of Order Letters
There are two types of order letters:
o
personal order letter
o
company order letter
WEEK 3
(Invoice and Request letter of payment)
Invoice
Invoice is a written document which contains a
debt collection letter. This draft is given by the seller to the buyer as a
debtor
v Invoice Function
·
Keep track of
sales
·
Keep track of
inventory
·
Forecast using
past data
·
Record business
receipts for tax billings
The invoice contain:
·
PART 1:
logo,
contact information, invoice date, invoice number and amount to be paid
·
PART 2:
a
list of items in the transaction and any prices, discounts, additional taxes,
and amounts to be paid.
·
PART 3:
payment
terms, due dates, payment methods, even thank-you notes.
The types of invoices include:
·
Regular Invoice
As
the name suggests, it means an ordinary invoice used for simple transactions.
·
Proforma Invoice
This
invoice is temporary because it is only a replacement cost.
·
Consular Invoice
This
last type is a special type that is usually used in international trade or
export-import.
Useful
Expressions of Settlements of Accounts
·
In the phrases, make sure that you make the
letter with high intonation with your answer
·
Used expressions that many people use all the
time.
·
Asking the customer to wait
·
You can suggest the customer to organize the
words to make them unpleasant
·
Try to remember one particular word and hope
that the customer can tell us what the word is.
·
Requesting the Customer to wait for one or two
seconds
·
Tell the Word that we are searching for our
memo
Request letter for payment
This type
of requesting letter may be sent when an invoice is overdue. It’s a formal
request letter for payment release. Requesting payment letter is written by the
suppliers and sent to the buyers demanding politely for them to pay their
outstanding balances.
The
requesting payment letter structure is as same as any other letters. It starts
with head of letter, date, recipient’s address, salutation, content of letter,
and ends with a signature. There are four collection letters involved in
requesting payment letter, such as:
1.
First Collection Letter
This
letter is immediately sent out to overdue and unpaid invoice receivers. On this
letter the writer should keep in mind that there is a chance of an inadvertent
reasons for the late payment, so there’s no reason to be aggressive. The tone
should be keep professional and calm.
2.
Second Collection Letter
Second
collection letter is released when the first one is seems to be ignored. There
is still no reason to be aggressive towards the receiver. The writer has to
find the silver lining between assertive and pleasant.
3.
Third Collection Letter
In
this third letter, due to increased risk of not having any account settlements,
the writers company obliged to warn the receiver that if they aren’t going to
pay any time soon, the writer’s company will reverse their accounts to a
collective company or take legal actions.
4.
Final Collection Letter
The
final letter is the last letter you will ever be sending to the particular
receiver. It is not obligated to notify the receiver whether or not that their
account has been reversed, though you should let them know that this issue is
out of your hands.
· Useful
Expressions (Letter Payment)
WEEK 4
(Complaint letter and Goodwill)
Complaint
Letter
A letter
of complaint is written when we get a service or product that does not match
expectations. Complaint letter does not always for something bad about the
service or product. Sometimes, you can write complaint letter when you receive
more items than the quantity you had ordered.
Some reasons of making
complains:
· The goods received are wrong
· The service is poor
· The quality of the goods is unsatisfactory
· The delivery is late
· The goods are damaged
· The prices are not as they are agreed
· The supplier delivers surplus goods (more than order
quantity)
· The supplier delivers goods less than di order
quantity
Useful Expressions
Opening Greetings:
·
Dear
Ms. Linda
·
Dear
Mr. Pramudjaya
(in some country, they tend to use last
name)
Introduction:
·
I
am writing to complain about ...
·
I
want to write about ...
·
I
am writing on the account of ...
·
I
am writing about ...
Main Body:
·
I am (feel) shocked / depressed / horrified to find
that ...
·
As you should (need to) be aware, ...
·
I am sure you know that ...
Conclusion:
·
At the very least, I hope to receive/get…
·
I feel/think you are responsible for ...
·
I feel/think you share the responsibility for ...
Closing:
·
At the opening greeting, Dear Sir / Madam, close with
us with Sincerely loyal,
·
If we open a letter with Dear Name +, close with
Sincerely,
Complaint
Response Letter
Complaint response letter is a letter written by a
seller or company to a buyer because it receives a complaint letter. This
letter is intended to make the company give a value that the company pays
attention to buyers' complaints.
Dealing with a complaint:
·
Customer is always right
·
Acknowledge the complaint promptly
·
If you are blamed, admit it readily, express regret and promise to put
matters right
·
Never blame any of your staff, in the end you are responsible for this
actions
·
Thank the customer for informing you about the matter
If you are in the supplier side, you can write the following things when
you reply to a complaint letter:
·
Express regret
·
Explain how the mistake occur
·
Action taken to rectify the matter
Letter of Goodwill
Goodwill letter is
also
known as a goodwill adjustment letter. This letter is written to maintain good
relationship in business. It can be defined as a letter or document sent by a
company to another company in order to create good business relations and build
good impression.
This letter should be brief, straight to the
point, informal, sincere, sometimes, it can only be handwritten notes. You can
simply write short sentences in a card.
Goodwill letters are written for different
occasions, such as:
- Apology
- Thanks
- Congratulation
- Condolence
and sympathy
- Death
- Welcome
- Wedding
- Special award
WEEK 5 (Personnel
Letter and Publicity Materials)
·
Personnel Letter
1)
Testimony Letter
This letter is
written as recommendation from a company you used to work for. An employer
normally gives this letter when an employee finish his/her contract in that
company.
2)
Application Letter
Application letter or cover letter is a
document with your resume inside. The purpose of writing this letter is to let
the employer know about your experience and skills. Also, to explain the reason
of your specific interest and most relevant skills.
3)
CV (Curriculum Vitae)
CV is information and data about our
curriculum vitae. CV is required when we want to apply for a job.
4)
Termination Letter
Termination
letter is a statement from company to the employees to end their cooperation.
The letter is confirming the detail about firing. Employers will write a
termination letter when they fire an employee.
·
Publicity Materials
1)
Press Release
A press release is written by company or
institution person that seeks to demonstrate to an editor or reporter the
newsworthiness of a particular person, event, service or product in the
company/institution. In the press release, you must add information 5W+1H.
2)
Advertisement Letter
Advertisement letter is a letter made by a
company to Its costumer with aim of promoting the company and goods sold by the
company. In the letter, you can also be filled with special company features
and discounts. This letter will be beneficial to enhance the company’s image
and relation with the costumer.
WEEK
6 (Appointment,
Meeting and Invitation for a Speaker and International Trading)
·
Appointment
Appointment
(Promise) is an expression used to make an agreement or several agreements to
meet or do something with other people at a certain time (a predetermined and
mutually agreed time)
· Making
an Appointment
Ø
Can I
join you for the party tonight? I will come at 7 pm.
Ø
Can I
call you after dinner?
Ø
How
about tomorrow?
Ø
How
about after school?
Ø
I
would like to make an appointment with you.
Ø
You
can use my car tomorrow.
·
Approving an Appointment
Ø
Okay
Ø
Sure
Ø
Certainly
Ø
That
must be great
Ø
That
would be fine
Ø
It’s
a deal
Ø
I
don’t mind
Ø
Don’t
be late
Ø
Why
not
Ø
No
problem
Ø
Roger
that
·
Canceling an Appointment
Ø
I’m
sorry because I will have planning tomorrow.
Ø
I
wish I could, but I will go with my mother.
Ø
Sorry…
I am busy.
Ø
I
can’t make it.
Ø
That
is not a good time.
· International
Trading
· International trade is the exchange of
capital, goods, and services across international borders or territories.
· Elements of an Import/Export Transaction
· Documents
· Bill of lading–issued to the exporter by a common carrier transporting the
merchandise
· Commercial
invoice–issued by the exporter and contains a
precise description of the merchandise (also indicates unit prices, financial
terms of the sale etc.)
· Insurance
documents–specified
in the contract of sale and issued by insurance companies (or their agents)
· Consular invoices–issued in the exporting country by the consulate of the importing
country
· Packing lists
Komentar
Posting Komentar