mohamad fadli: Januari 2016

Application Letter

An application letter is a business document, part of the important correspondence between applicant and organization, firm or company, institution or various boards and committees that publish a vacancy. It is a paper frequently used in all levels of government, commerce, industry, and academia. Students planning to correspond in any undertaking require the understanding of the main points of a job application letter.

Writing a correct job application letter is a useful talent for anyone planning to enter an administrative role in any industry or profession. In order to write a job application letter in the most exact manner, the writer must understand that letters employers are familiar with nowadays were established gradually to become effectual, succinct and workable documents.

A good job application letter addresses all the points stated in the job advertisement. The manner in which a person responds to a commercial announcement alerts recruiters and employers to their capacity, their level of education, personality, and professionalism.

A standard, generic form for the letter of application is (1) to introduce yourself, (2) to state briefly what you want, what position you are applying for, (3) to state clearly why you are qualified for the position, (4) to elaborate as to your special assets, why you are particularly well suited for the job, (5) to highlight your most important training, experiences, skills and accomplishments, and (6) to end with a compelling statement as to why the employer ought to hire you.

Elements of application letter:

Information about you

Begin your cover letter with your contact information. It should be in block style, on the left margin of your paper, towards the top.

Name

Current home address

Telephone number

Date

Include a date as you would do with any business letter.

Contact Person's Name, Title, Employer, and Address

Including a specific name can get your letter and resume to the hiring manager more quickly and can be an effective personal touch. If you are applying for an advertised position that does not give a name to contact, call the company and ask for the department manager's name.

Salutation

Choose the appropriate way to address the contact person.

For example:

Dear Mr. Johns (if a man's name is the contact)

Dear Ms. Smith (if a woman's name is the contact)

Dear Prospective Employer (if there is no contact name)

Opening Paragraph

In the opening paragraph tell how you learned about the position. You may, for example, know of a job through:

· a classified advertisement

· an unsolicited mailing

· the Internet

· personal referrals

Middle Paragraph

This paragraph gives a summary of your background and critical skills (hard skills) that make you qualified for the position.

Second Middle Paragraph

This paragraph can be used to demonstrate your persuasive skills (soft skills).

Contact Information and Closing

At the end of the letter talk about your availability for the job, where you can be contacted, and when you are going to contact the hiring person for an appointment to discuss your application. If you have no contact name you may simply want to indicate your anticipation for a response in this part of the letter. Thank the person to whom you are writing for his/her time and consideration of your application.The greeting starts, “Dear [Name]”. Always address the employer by their formal name. It is “Dear Mr. Jones,” not “Dear Larry.”
The salutation must be formal, such as “Yours faithfully,” or “Yours sincerely.”
Type your full name in upper case below your legal signature.
Job application letters are customarily formatted in block style, without indents, with all lines aligned left. Aligning all paragraphs to the left is more legible than full justification.

Example Application Letter

March 25, 2005

Ms. Rosemarie Norbe
Personnel Manager
Milestone Company
Don Pepe, Balanga City

Dear Ms. Norbe:

Your advertisement in the March 22 issue of the Manila Bulletin calls for an executive secretary who is proficient in communication skills, computer literate, and with pleasing personality. I sincerely believe that I meet your requirements for the position.

I am Erica J. Navarro, a graduate of Bachelor of Science, major in Psychology at La Salle University, Manila this March, 28, 2005 as a cum laude.

I consider as my assets: my proficiency in both written and spoken English and Filipino, my computer skills, and my leadership skills which were honed in my capacity as the editor in chief of my school’s student publication and as a Sangguniang Kabataan Chairman of our Barangay. I am hardworking, efficient, and highly driven, and I am willing to undergo training to further improve my capabilities.

For your perusal and evaluation, I have enclosed my resume which includes my special skills, training and accomplishments and awards as a student, and a photocopy of my official transcript of records for your evaluation. Should you wish to ask about my personal traits and capabilities, I have also included a list of references for you.

I am very much willing to come over for a personal interview with you anytime during office hours.

Respectfully yours,

Erica J. Navarro

Inquiry Letter

What is inquiry letters? The letters that are written for collecting information about job seekers, prices, products, and services before awarding jobs, granting credit, making contracts and giving promotions are known as letters of inquiry. These letters are written to a third party seeking information about either a job or a company that wishes to make business relationship.

Elements of inquiry letters:

Name and address of the applicant: The enquirer must mention full name and address of the applicant in the letter. This helps the receiver to identify the right person.

Cause of inquiry: In a personal status inquiry letter, the sender must clarify the cause of writing it. This enables the receiver to supply necessary and relevant information.

Information needed: The employer must clarify the type of information he requires. The employer may ask for information relating to educational attainments, character, habits, honesty, sincerity and family background of the applicant.

Promising to maintain secrecy of information supplied: An important aspect of inquiry letter is to assure the receiver that information provided by him will be kept secret.

Assuring further cooperation: The writer of the letter should also assure the receiver that similar help would be provided to him in future if he needs.

Expressing gratefulness: The sender should express gratitude or thanks to the receiver for cooperation. The writer can express gratefulness by some friendly comments like “Any cooperation will be highly appreciated” or “Thank you in advance for your response.”

Enclosure: The sender should enclose a return envelope with the letter. If facilitates quick response from the receiver.

Signature: At the end of the letter, sender should put his signature along with his full name and position.

How to respond to an inquiry letter:

Specifically indicate the inquiry that was made, as you understand it.
Express your appreciation for the person’s interest.
If possible, personally respond to the inquiry. You might want to include with your response letter any brochures, catalogs, reports, or other helpful information available.
If appropriate, clearly describe any action you feel the person should take and the reason(s) for such a recommendation. (However, you may want to use caution because of any possible liability you might incur for offering such advice.)
If you cannot personally answer the person’s question, let him/her know that you have contacted the person who can and that he/she will shortly be in touch with the reader. If this is not possible, express your regret for being unable to help the reader, and try to find out for him/her the contact information for someone who can help.
If appropriate, you might want to include additional information about your organization, the products or services you sell, or the subject matter of the inquiry, beyond the scope of the original inquiry.
Close by saying that you would be happy to help the reader in the future if he/she needs further assistance or by wishing him/her well in his/her endeavor or project, etc.

Inquiry Letter Tips:

Begin your letter by stating who you are and giving your status or position (such as student, researcher, interested consumer, etc.), and tell how you found out about the individual or entity that you are writing to.
Clearly state what it is that you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible.
You might want to briefly explain the purpose of your letter or what you hope to accomplish. Such an explanation may prompt the recipient of your letter to act more quickly.
If appropriate, consider mentioning the letter recipient’s qualifications for responding to your inquiry (this may prompt him/her to act when he/she might otherwise be hesitant to do so). For example, you could explain that you are writing to the reader because she is a leader in her field and the accepted authority on the subject you are interested in.
Include the date by which you need the information, services, etc., that you are requesting, and indicate that you await the reader’s response.
Thank the person for his/her time.

Example Inquiry Letters

PT. ABDURAHMAN PERSADA

Jl. Ujung Harapan Raya No. 57

Kab.Bekasi

                                        2 December, 2011

PT. PRIMA NUGROHO

Jl. KrakatauBlok A7 No.43

BekasiTimur

Dear Sir or Madam,

We saw your product at International Design of Shoes Fair in Mega Bekasi on 1December 2011 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,

DeniSoeltoni

Head of Distributor

Complaint Letter

What is complaint letters? A complaint letter is a letter written by a Customer of a service/products commenting on poor service/product. It usually outlines the fault(s) with the service and highlights customer dissatisfaction with the particular service/product. Usually in the letter there would also be a suggested conclusion e.g. A refund.

Elements of complaint letters:

1.      Background
This section describes the situation; e.g.

§ I am writing to inform you that the goods we ordered from your company have not been supplied correctly.

§ I attended your exhibition Sound Systems 2015 at the Fortune Hotel (22-25 January) and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems.

§ I am a shareholder of Sunshine Bank and I am very concerned regarding recent newspaper reports on the financial situation of the bank. Your company is listed as the auditor in the latest annual report of the bank, so I am writing to you to ask for an explanation of the following issues.

§ I am writing to inform you of my dissatisfaction with the food and drinks at the 'European Restaurant' on 18 January this year.

2.      Problem
Cause:

§   On 18 December 2015 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.

§   Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable.

§   You sent us an invoice for $10,532, but did not deduct our usual 10% discount.

§   We have found 16 spelling errors and 2 mis-labelled diagrams in the sample book.

Effect:

§ This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.

§ Even after spending several wasted hours trying to register in this way, the computer would not accept my application.

§ I am therefore returning the invoice to you for correction.

§ This large number of errors is unacceptable to our customers, and we are therefore unable to sell these books.

3.      Solution

§ I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again.

§ Could I please ask you to look into these matters.

§ Please send us a corrected invoice for $9,479

§ I enclose a copy of the book with the errors highlighted. Please re-print the book and send it to us by next Friday.

4.      Warning (optional)

§ Otherwise, we may have to look elsewhere for our supplies.

§ I'm afraid that if these conditions are not met, we may be forced to take legal action.

§ If the outstanding fees are not paid by Tuesday, 5 January 2016, you will incur a 10% late payment fee.


5.      Closing

§ I look forward to receiving your explanation of these matters.

§ I look forward to receiving your payment.

§ I look forward to hearing from you shortly.

Politeness
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such as 'Why can't you get this right?' should not be included.

Example Complaint Letter

Namira Nur Arfa

17^th Tentara Pelajar Street

Bogor 14143

1^st of April 2013

The principal

SMA Negeri 2 Bogor

Dear madam

The cleanliness of the toilets

I am the student of SMA Negeri 2 Bogor. SMA Negeri 2 Bogor has very nice quality. The environment has very clean.

However, i would like to bring to your attention a concern that needs at the school level.

The cleanliness of the toilets are really bad. The smell were terrible and it made the students didn’t comfortable. In the other side, i thought that the cleanliness of the toilet was affecting the healthy of the student.

Could you please clarify this situation at your earliest convince?

Yours sincerely

Namira Nur Arfa

Purchase Order Letter

As per the life cycle of a product an enquiry about it does not always end in a sale. Once a customer likes a product it results in a sale but only through a verbal order or a written one. A Purchase Order is the document that initiates the purchase and helps close the sale. In today’s times of multiple companiesavailable for all products, there is some amount of trust in the customer and even a verbal confirmation of an order is acceptable. But most of the times it is only against some advance.

A Purchase Order Letter is a document that confirms to the seller that the customer in a specified time frame requires a particular quantity of the product. Nowadays one company to the other confirming the order, which is generally a bulk order, writes Purchase Order Letters or it is written by an individual to a company again in the case of placing a bulk order.

DOS AND DON’T’S OF PURCHASE ORDER LETTER

A Purchase Order Letter should be written as soon as the decision for the purchase has been made
The company with whom the order is being placed should be given enough time to execute the order
The letter should clearly indicate the product code or item number, the size and the quantities being ordered
The date when the Purchase Order Letter is being generated is very important because that identifies when the order was placed
If the order is being placed by a company then it usually should be in a Purchase Order format
The Purchase Order Letter should also indicate the date by when the order is expected to be executed or delivered
The mode of delivery of the material should also be identified in the letter
The letter should also carry the mode of payment by which the payment will be made
If any advance has already been paid against the order, it must be mentioned in the Purchase Order Letter
The address where the order has to be delivered should be very clearly mentioned in the letter along with any landmarks, if any, to locate the address
The Purchase Order Letter should give the details of the costing of the price including taxes, etc so that there is no confusion while making the payment
The name of the company or dealer with which the order is being placed should be clearly written on the letter to avoid any miscommunication of details
There is no scope for any grammatical or punctuation errors in the Purchase Order Letter
The contents of the letter must be carefully read through to ensure that the order details have been correctly mentioned

Example Purchase Order Latters

Freddy Brown

Store Manager

Fuller Productions Industry

Rosewood Street
Bogor , Indonesia 16610

Dear Mr. Freddy

RE: Purchase Order for Products

On behalf of Rodeo Enterprise, I would like to place an order for the following products from your company. Please refer to the attachment for the order list.

The terms and conditions will be the same as per our previous orders; that is, cash on delivery. Please note the extra condition with this batch of order; that is, the products on the order list must be delivered within a month from the date of this order letter.

We are in an urgent rush for our annual year end production and we need these products within a month to meet our production target. If you miss our specified delivery target, there will be a penalty incurred on your pricing, as per our business collaboration contract which is effective until the end of 2013.

Thank you for your kind understanding and prompt service. Please feel free to contact me for further clarifications on this purchase order.

Yours Sincerely,

Robert Lewandowski

Purchasing Manager