1. Inquiry letter ?
Batangas State
University Batangas
City Februari 02,2012
Power Coating Department
HOOVEN Philippines, Inc.
7th Floor Strata Bldg.
Mandaluyong
Attention: Mr. Harvey Henderson, Manager, Power Coating Department
Dear Sir:
Subject Fluorocarbon Coating of struktual Aluminum Materials
Due to may desire to accomplish my research paper to submitted on February 16,2012, I write this letter to ask for abrochure and illustrations about Fluorocarbon Coating of Structural Aluminum Materials. With that brochure and illustration, I can gather suchpertinent data that I need regarding on that topic.
l appreciate your response about this matter.
Very Truly Yours,
Marvin O. Gonda
sophomore ,
Civil Engineering
Student
2. Order Lertter ?
Jakarta, April 02, 2013
Quantum Komputer
5th Floor, Mangga Dua Mall
Blok D26, Jakarta
Dear Mr. Richard Setyawan
I am interested in the items contained in the Computer Magazines March 30 issue of the computer magazine 2013.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
for the payment I will immediately transfer into your account ..
Yours sincerely,
Marjuan
note :
the reason I bought it because I need to backup the data on your PC. when I saw the ad in a computer magazine I thought I was really interested in the goods being sold because it has a lower price than the market.
3. Complaint Letter ?
Most people will need to complain about unsatisfactory goods or bad service at some point in their lives. If you are writing a letter of complaint, there are some dos and don’ts that can help you get the right outcome.
Do
- gather all your facts before you start writing the letter, e.g. where and when goods were bought, any customer reference numbers or invoice numbers, or a record of any previous communication with the company concerned.
- get straight to the point and set out exactly what the problem is.
- give all the relevant information in a clear and logical sequence.
- state what action you want the company to take and when you expect them to have done this.
- enclose copies of any relevant documents that support your case.
Don’t
- use abusive language, however frustrated or angry you might feel.
- allow yourself to get sidetracked from your specific problem into generalized criticism of the company or its products or services.
- send your letter without checking it carefully for grammar or spelling mistakes.
Structuring your letter
The opening
- Start your letter with the greeting Dear Mr (or Mrs, Ms, Miss, etc.) Surname.
- If you don’t know the name of the person you are writing to, begin with Dear Sir or Dear Madam; if you don’t know their name or sex, use Dear Sir or Madam.
The content
- Begin with a heading alerting the reader to the subject of the letter, and in your first sentence draw their attention to the matter you’re going to raise or discuss. For example I am writing to complain..., or I wish to express my dissatisfaction with ... or Thank you for your letter of ...
- Introduce your main point as early as possible, stating your reason for writing in a clear, concise way. Once you have done this, you may want to give more details, perhaps adding further background or relevant facts.
- In conclusion, you should state what your expectations are, for example Please let me know as soon as possible what action you propose to take or I look forward to hearing from you within the next ten days.
The close
The wording at the end of a formal letter follows a standard format:
- If you know the name of the person you’re writing to, you should end the letter with Yours sincerely.
- If your letter begins with Dear Sir or Dear Madam, it should end with Yours faithfully.
- Your own name should be typed out underneath your signature.
Your Street Address
City, State Zip Code
Telephone Number
Email Address
Month, Day, Year
Mr./Ms./Dr. FirstName LastName
Title
Name of Organization
Street or P. O. Box Address
City, State Zip Code
Dear Mr./Ms./Dr. LastName:
Opening paragraph: State what position or internship you are applying to; how you learned of the organization or position, and basic information or qualifications about yourself.
2nd paragraph: Tell why you are interested in the employer or type of work the employer does (Simply stating that you are interested does not tell why, and can sound like a form letter). Demonstrate that you know enough about the employer or position to relate your background to the employer or position. Mention specific qualifications which make you a good fit for the employer's needs. This is an opportunity to explain in more detail relevant items in your resume. Refer to the fact that your resume is enclosed. Mention other enclosures if such are required to apply for a position.
3rd paragraph: Indicate that you would like the opportunity to interview for a position or to talk with the employer to learn more about their opportunities or hiring plans. Restate briefly why you're so passionate about the opportunity you're applying for. State that you would be glad to provide the employer with any additional information needed. Thank the employer for her/his consideration.
Sincerely,
(Your handwritten signature)
Your name typed
(Note: the contents of your letter might best be arranged into four paragraphs. Consider what you need to say and use good writing style. See the following examples for variations in organization and layout.)
5. Memo ?
Learning Objectives
a. Discuss the purpose and format of a memo.
b. Understand effective strategies for business memos.
c. Describe the fifteen parts of a standard business letter.
d. Access sample business letters and write a sample business letter.
Memos
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.
Memo Purpose
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.
Memo Format
A memo has a header that clearly indicates who sent it and who the intended recipients are. Pay particular attention to the title of the individual(s) in this section. Date and subject lines are also present, followed by a message that contains a declaration, a discussion, and a summary.
In a standard writing format, we might expect to see an introduction, a body, and a conclusion. All these are present in a memo, and each part has a clear purpose. The declaration in the opening uses a declarative sentence to announce the main topic. The discussion elaborates or lists major points associated with the topic, and the conclusion serves as a summary.
Five Tips for Effective Business Memos
Audience OrientationAlways consider the audience and their needs when preparing a memo. An acronym or abbreviation that is known to management may not be known by all the employees of the organization, and if the memo is to be posted and distributed within the organization, the goal is clear and concise communication at all levels with no ambiguity.Professional, Formal ToneMemos are often announcements, and the person sending the memo speaks for a part or all of the organization. While it may contain a request for feedback, the announcement itself is linear, from the organization to the employees. The memo may have legal standing as it often reflects policies or procedures, and may reference an existing or new policy in the employee manual, for example.Subject EmphasisThe subject is normally declared in the subject line and should be clear and concise. If the memo is announcing the observance of a holiday, for example, the specific holiday should be named in the subject line—for example, use “Thanksgiving weekend schedule” rather than “holiday observance.”Direct FormatSome written business communication allows for a choice between direct and indirect formats, but memorandums are always direct. The purpose is clearly announced.
