-
Find the definition & the
function of the following letters
1.
Inqury Letter
2.
Order Letter
3.
Complaint Letter
4.
Application Letter
5.
Memo
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Find the example of those 5 letters!
1. Inquiry Letter
Inquiry letter is a letter from the prospective buyer to the
seller is requesting information about the products offered. With the offering
of the seller will prospective buyers will know the price, as well as the sale
and purchase, and a description of the goods or services to be purchased.
Function Inquiry
letters :
- Product introductions.
- Promotion.
- Improve marketing.
- Relationships between buyers and sellers.
- Expand the network.
Example :
Street Address
City, State Zip Code
Phone Number
Date
Individual's Name
Job Title
Name of Organization
Street Address
City, State Zip Code
Dear Mr./Ms.
________________________________:
Perhaps you are
seeking an addition to your marketing team. A new person can provide innovative
approaches to the challenges of marketing. I am an innovator of new ideas, an
excellent communicator with buyers, and have a demonstrated history of
marketing success.
Presently, I am
marketing computer products for a major supplier using television, radio and
news advertising. I have a reputation for putting forth the effort required to
make a project succeed.
Enclosed is my
resume for your review and consideration. EFTG Industries has a reputation for
excellence. I would like to use my talents to market your quality line of
technical products. I will call you to further discuss my talents and how I can
benefit your company. If you prefer, you may reach me in the evenings at (555)
555-5555.
Thank you for your
time. I look forward to meeting you.
Sincerely,
(Your Signature in
blue or black ink)
Your typed name
Enclosure
2.
Order Letter
This type of letter is the letter containing the demand for goods to an agency service
moving company providing goods section. Therefore, serious thinking and good
writing should be done in preparing the papers. A little carelessness can
result in loss of customers or vice versa. Hence the letters should be friendly
and thoughtful. Letters must be definite and complete in order to get to the
reader exactly as the author wishes. Any errors or omissions will mean a delay
in the delivery and billing will be complicated and also loss of business.
Function Order letters :
- as an assessment of the quality of an item.
- as evidence to submit an item.
- As a barometer of progress or failure of an enterprise.
- As a guide to determine the size of payment.
Example :
154 Green Avenue
Newyork, USA
January 5, 2010
Ms. K.
Hutchinson
Beller Company,
Inc.
424 Park
Avenue
New York, New York
10021
Dear Ms. Hutchinson
:
Thank you for
sending your catalog so promptly. It arrived within a few days of my
request. Please send me the following items by parcel post :
1 copy Emmet and
Mullen,
High School Algebra
@ $7.50 $ 7.50
25 copies
Pinehurst,
Plane Geometry @
$8.75 $ 218.75
Total $ 226.25
I am enclosing a
money order for 226.25. If there are additional charges, please let me
know.
Please mail the
books to the address given above.
Very truly
yours,
Brandon Michael
(Adapted from Let’s
Write English by George E. Wishon & Julia M. Burks)
3.
Complaint Letter
Function of a letter of complaint (Complaint Letter) is to change the situation
that is unacceptable. Writing a letter takes more time than making phone calls.
People who get to know the letter of complaint. They actually read the
complaint letters, not like voice mail that is often overlooked. Frequent
complaint letter written to businesses, organizations, government agencies,
schools and the news department.
Function Complaint Letters :
- Items requested are not appropriate.
- The item are damaged or not good.
- in the purchase agreement did not conform.
Example :
56 Disgruntled
Street
Somewhere Unhappy
1AM MAD
Customer Service
Manager
That Awful Company
Somewhere Awful
UR BAD
June 15, 2008
Dear Sir/Madam,
I am writing today
to complain of the poor service I received from your company on June 12, 2008.
I was visited by a representative of That Awful Company, Mr. Madman, at my home
on that day.
Mr. Madman was one
hour late for his appointment and offered nothing by way of apology when he
arrived at noon. Your representative did not remove his muddy shoes upon
entering my house, and consequently left a trail of dirt in the hallway. Mr. Madman
then proceeded to present a range of products to me that I had specifically
told his assistant by telephone I was not interested in. I repeatedly tried to
ask your representative about the products that were of interest to me, but he
refused to deal with my questions. We ended our meeting after 25 minutes
without either of us having accomplished anything.
I am most annoyed
that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to
show up. My impression of That Awful Company has been tarnished, and I am now
concerned about how my existing business is being managed by your firm.
Furthermore, Mr. Madman's inability to remove his muddy shoes has meant that I
have had to engage the services, and incur the expense, of a professional carpet
cleaner.
I trust this is not
the way That Awful Company wishes to conduct business with valued customers—I
have been with you since the company was founded and have never encountered
such treatment before. I would welcome the opportunity to discuss matters
further and to learn of how you propose to prevent a similar situation from
recurring. I look forward to hearing from you.
Yours faithfully,
V. Angry
4.
Application Letter
Application Letter is a business letter or a letter applying for a job working
for one company or in an institution. formal business letter is often included
with a job application or resume and sent to the destination yan. Although a
cover letter is generally considered an optional component of applying for a
job, more and more often their human resources department staff really take the
time to thoroughly cover letter as their top picks.
Function Application Letters :
- as applications for jobs.
- as a communication media.
- as written evidence.
Example :
Name
Title
Organization
Address
City, State, Zip Code
Dear Mr./Ms. Last Name:
I am interested in
the assistant position advertised in XXX. I am currently employed as
Legislative Director for Assemblywoman XXXX, Chairperson of the NYS Assembly
XXX. I accepted this position because of the emphasis on the writing and
research skills which are applicable to your requirements for an author’s
assistant. My experience in the NYS Assembly has afforded me the opportunity to
become familiar with the consolidated and unconsolidated laws of the State of
New York. I also have extensive experience in legal and policy research.
In my position as
Legislative Director for Ms. XXX, I prepare her personal legislation which
deals with issues relative to her position as Senior Member of the NYS Assembly
Standing Committee on XXXX. In as much as she is Chairperson of the XXX
Committee I am, of course, heavily involved in the current welfare and Medicaid
reform movement.
In response to your
search for an assistant, I believe my experience in the Legislature, and my
research and writing skills qualify me for consideration. If you would like, I
can provide you with current samples of my work.
To further acquaint
you with the specifics of my background I am enclosing my resume. I hope you
will consider me for this position. I look forward to meeting with you and
discussing my qualifications in more detail.
Sincerely,
Signature (hard
copy letter)
FirstName LastName
5.
Memo
Memo is a quick message, the message is written someone with a short, clear,
and easy to understand. According to its use, there are scraps that are
informal and personal (not official). Memo is officially adopted as a statement
in the official relationship of a leader to his subordinates. Used as a
personal memo memorandum or unofficial statement among friends, relatives, or
others who have an intimate relationship.
Function Memo :
- To convey the message in a reply a short
- as the delivery of the message to people that is not there
Example :
TO:
Senior Management Team
FROM:
RE:
Developing a Smart Paper Plan
DATE:
I’m writing to let
you know that we will soon launch an effort to devise and implement a
company-wide “Smart Paper Plan.” As you might know, we use several tons of
paper a year in the office. That’s perfectly normal for an office our size; by
one estimate, an average office employee creates approximately 350 pounds of
wastepaper a year. But by carefully marshaling our resources, we should be able
to reduce that amount significantly, helping the environment while helping our
own bottom line.
The core components
of our Smart Paper Plan will be:
ü Conserving
paper, by relying on email distribution, using half-sheet fax cover sheets,
using both sides of a sheet of paper, and other means.
ü Recycling
paper, by redoubling our efforts to make sure we capture every scrap of
recyclable paper.
ü Purchasing
ecologically superior paper, made with significant postconsumer recycled
content and other important environmental attributes.
We’ll begin the
effort by creating a Smart Paper Team that includes representatives of the
various departments. The team will lead a company-wide diagnosis of our current
paper practices and develop a draft Smart Paper Plan, complete with specific
recommendations, for consideration by senior management. We will together
review the plan, make any changes, additions, or deletions, and then begin
implementation.
This is an important
effort to the company, not just because it will save us money, but because it
can make an important contribution to the environment. The production of paper
takes an enormous environmental toll, significantly reducing forests, emitting
toxic pollution from production processes, and creating a great quantity of
paper products in landfills. By reducing our own contribution to these
environmental problems, we can be better corporate citizens.
I believe it will
also offer us important employee morale and public relations benefits as well.
I hope that as we devise and implement the plan we will be able to foster a
top-to-bottom commitment to smart paper practices, and that we will all be
proud of the contribution the plan will make to the environment. Of course,
once we have developed and implemented a plan that we can be truly proud of, I
expect we will be eager to brag a little to our customers about the plan.
In short, I hope our
efforts to devise and implement a Smart Paper Plan will be helpful to us on
many fronts. I hope you’ll join in this effort enthusiastically. Thanks very
much
Sumber :
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