Task 6_Reviews Material_AM 2A_Karima Sabilla Al Haq_4112101019

 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)

1.       Greetings, you can use words like "Dear" "Hello" and words like "Hi"
Example:
- “Dear, Sir. Rara Ardiansyah”
- “Dear, Ms. Shinta”
- “Hello, Raka Ardiansyah”
- “Hi, Raka Ardiansyah”

2.       Starting, you can start to tell them what you goin’ to do
Example:
- “I recently heard about your payment and would like to know the Status of the payment”
- “I would be interested in to help you”
- “we just sent our email and we would like you to open the email from us”

3.       Explain, explain why your sent this letter to the readers
Example:
- “I wanted to tell you that I haven’t got a response to the letter sent on”
- “I am writing to tell you about that I haven’t got a response to the letter sent on”
- “I’m writing to tell you that I haven’t got a response to the letter sent on”

 

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.

 

 

 

 

 

v 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