3.5 UNDERSTANDING BUSINESS LETTERS

INDICATORS Finding the content of business letters well Telling the content of business letters well

Business Letters - Use a certain order - Should be typed or written in a form that is standard in the English-speaking business world. - Should be short and to the point (contain only enough information to accomplish the purpose).

Letters on Business Situations Letter of inquiry It is a letter which is sent when a businesssman wants some information about: - the supply of goods - leaflets or catalogue - quotation or prices - samples - terms and discounts - availability of goods - delivery times and deadlines - method of transport - insurance

2. Letter of offer It’s a letter which is sent when a supplier wants to draw attention of customers to a special product or range of goods. An offer letter is subject to certain conditions, a deadline for the receipt of orders, or a special price for certain quantities.

3. Letter of Complaint / Claim letter It’s a letter in which a complaint in expressed. Customers generally claim the following : - Merchandise Orders incorrectly filled, unsatisfactory quality of merchan dise, goods damaged or delayed in shipment - Amounts of money Errors in statements and invoices, missunderstanding regarding price of term of payment. - Service Delays in filling orders or requests for service, improper treatment by employees, failure to follow up

4. Letter of adjustment It’s a reply to letter of complaint Rules for writing adjustment letter : - Reply promptly - Show understanding - Be exact - Avoid negative words and accusations

5. Credit and Collection Letters These letters are answering people who send letters asking for credits which are the basis of business transactions. The answers are usually favorable. Collection letters are sent to those who receive credits. They might forget to pay the loan back. The letters should remind, reason, and threaten sometimes.

6. Employment Letters These kind of letters are for getting a position, asking about a position, thanking for an interview and resigning from a position

Nirvana hotel Jl. Perintis Kemerdekaan Medan 20234 Mr Nirvana hotel Jl. Perintis Kemerdekaan Medan 20234 Mr. John Lee 25 Oak Road Singapore Dear Mr. Lee We thank you very much for your letter on July 10, asking for the hotel brochure and tariff We are happy to send you a copy of our hotel brochure and our latest tariff. A copy of Medan booklet is also enclosed for addition info. Our staff will be very pleased to serve you. Please book the accomodation and any services to us soon. Faithfully yours, Tya Puspa Paramitha

GRACIA DUTA FACTORY Jl. Pemuda 59 Denpasar 55168 Iwan Santoso Arjuna Ceramic Jl. Bima no.315 Jogjakarta 31167 Dear Mr. Santoso, Thank you very much for the fast delivery of the pots we ordered. However, I feel far from satisfied as half of the pots are damaged I would be grateful if you could send me new ones at absolutely no cost to replace the damaged ones. I would suggest that you handle the delivery more carefully to avoid damage. Sincerely yours, Wanda Hamidah

Bandung, 21st April 1999 Personnel Manager PT Angkasa Jl. Setya Budi 21 Bandung. Dear Sirs, In response to your advertisement on Kompas dated March 15, 1999, I ‘d like to apply for the post of ‘writer’. I’m looking forward to hearing from you. I’m a graduate of SMK 2 Manado, majoring in food and beverages. A copy of my certificate and curriculum vitae are enclosed. Sincerely yours,, Ida Farida

Irene Boutique Jl. Fatmawati 59 Jakarta Selatan PT Irene Boutique Jl. Fatmawati 59 Jakarta Selatan PT. Sunflower Garment January 7, 2003 JL. Leuwigajah 146 Cimahi 40532 Dear Sirs, I’m interested in your advertisement in a fortnightly magazine about your new pullover productcs. I wonder if I could get three pieces of each color, size and model through the postal service. I would really appreciate it if you could tell us the terms of payment and delivery. I’m looking forward to hearing from you, preferably by fascimile. Yours sincerely, Irene Susanto Manager.

PT CATUR INDAH Nusantara Building, Jakarta, Indonesia Purchase Order No. 42/B/11/JK. WANG YU CORP Imperial Building Quenstone Singapore Nov 10, 1982 Dear Sirs, I was very pleased to meet your sales representative last week. He was very kind and gave me a lot of information about your products. I enclose our order and hope to receive the goods as soon as possible. If you need a reference you may contact our bank at the following address : JAWA BANK, Jl. Kirih 14, Jakarta I would be glad if you let me know when the order is seat. Yours Sincerely, Suyono.