Selasa, 22 Desember 2015

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SURAT BISNIS



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FAKULTAS ILMU KOMPUTER DAN TEKNOLOGI INFORMASI
UNIVERSITAS GUNADARMA
2015






Application Letter
Application Letter Definition
Application letters typically begin with an introductory paragraph that states the position being applied to, reveals how the minimum qualifications for the position are met and asks the reader to continue reading to learn more about the applicant's qualifications.
Paragraphs that follow the introduction paragraph typically highlight the top reasons the applicant should be considered. For experienced applicants, these paragraphs typically highlight work experience and workplace projects of significance. For less experienced applicants and new graduates, these paragraphs might highlight academic experience, such as classes taken that would be useful in this position or any particular academic projects or honors received.
An application letter should also include a concluding paragraph that express appreciation to the receiver for taking the time to consider the application. The final sentence should convey that the applicant looks toward the future by asking for a formal interview in-person, online or by phone.
A letter of application, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and experience.
The letter of application is intended to provide detailed information on why are you are qualified for the job you are applying for. Effective application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.
Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.

What to Include in a Letter of Application
When writing an application letter you should include:
Subject (for an email letter)
List the job you are applying for and your name in the Subject Line of your email message, so the employer is clear as to what job you are interested in and who you are
Greeting
Begin your letter greeting with "Dr./Mr./Ms. Last Name." If you do not know the employer's last name, simply write "Dear Hiring Manager" or leave the greeting off the letter and start with the first paragraph.
Body of letter
·         First Paragraph: Why you are writing - mention the job you are applying for and where you found the listing.
·         Middle Paragraph(s): What you have to offer the employer - mention why your skills and experience are a good fit for the job.
·         Last Paragraph: Say thank you to the hiring manager for considering you and note how you will follow up.
Signature
End your cover letter with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

Application letter, Sample & Format
An Application letter is written by a job seeker. It should be formal and interesting to attract the attention and interest of the recipient to warrant at least an interview. The application letter should contain relevant information about the applicant for the recipient to make a better consideration on his application.
From:
Arthur Keyes
363 Haley Road
Toronto, ON M3B 2W6
August 29, 2010
To:
Human Resource Director
Fairview Industry
Toronto, ON M4C 3Y2
Dear Sir / Madam,
I am writing in response to your advertised position of Management Trainee which was published in the Weekly Bugle last Friday.  It would be my pleasure to work with your esteemed organization as I am quite familiar with your industry.
I will be graduating this fall from Toronto Vocational School of Arts with a Diploma in Management. Attached is a copy of my previous semesters’ transcripts for your kind perusal. It has always been fascinating to me to indulge in the management aspects of an organization which accounts for my active involvement in various clubs and societies in the past, holding various posts to understand all aspects of an ‘organization’.
I look forward to an interview to discuss my possible contribution to your esteemed company. Thank you for your kind consideration on my application.
Yours truly,
Arthur Keyes



Inquiry Letter
Inquiry Letter Definition
       A document requesting information sent on behalf of an individual or an organisation for their own respective purposes, which can be mutually beneficial to the recipient and the sender.
The term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U.S. and the latter one is more common in U.K. There are some other terms which represent the letters; these are Letter of Intent,Letter of Interest, Query letter, Prospecting Letter, Pre-proposal Letter and Concept Paper. The term ‘Cover Letter’, ‘Business Letter’, ‘Request Letter’ and ‘Sales Letter’ is also applied to an inquiry letter especially when the objective is same as that of letter for inquiry.
       A letter of inquiry serves to facilitate business operations and satisfaction of the sender. Inquiry letters remove any misunderstanding and are time savers, especially when two parties want to reach an understanding. The communication towards this effect resolves the issue without any delay. With relation to it being a ‘Pre-proposal letter’, the inquiry letter is also termed as a ‘Condensed Version of a Proposal’. It is the outcome of the purpose of the letter which highlights the points of a proposal instead of a full-fledged proposal.
       On an individual’s basis, these letters are sent to companies that are willing to hire but haven't advertised job openings. It can also be a letter addressed to editor in-charge of a publication proposing certain literary work. It can be a letter from a student who is vying for a seat in a college or a business that provides an internship. So, the objective of an enquiry letter is same but its projections and audiences are different. Same goes for its method of delivery, it can be sent via paper mail or electronic mail. 
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.
           Inquiry Letter is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others. The term is common in various business setups as it implies fund request or pre-proposal information. Owing to this usage, the term may be considered exclusive to these setups alone. But that is not the case, to this effect the below definition offers a justified meaning.
Letter of Inquiry Elements
Before considering a full proposal, many funders like to see a brief pre-proposal or letter of inquiry or intent (LOI). Often your first contact with a grantmaker is through this LOI, a succinct 2-3 page description of the work you want to accomplish with your project. An LOI is frequently the first step in approaching a funder and is a helpful tool for introducing your work to a prospective funder who may not have formal application guidelines. The letter includes similar information contained in a full proposal, condensed to the most essential information. An LOI typically consists of:
·         Introductory paragraph—Including a single sentence description of what you want to accomplish and the amount you will request. Also demonstrate in this paragraph, or early on in your letter, why the grantmaker would have an interest in your program and how it fits the grantmaker's priorities.
·         Organizational information—Brief summary of institutional, college, and department/program mission  statements and qualifications.
·         Need or problem statement—A glimpse at the available research and data supporting the need for your program. Tap into the reader's intellect and emotions.
·         Two-three paragraph program description—How you will address the need, including an overview of your measurable goals and objectives, activities, and total program budget.
·         Closing—Gracious statement positively expressing your appreciation for their consideration and your hopes to share further program details through further conversation or a full proposal. The GIFT Center can assist in determining who is most appropriate for signing the letter.

Types of inquiry letter
Based on purpose, there are two most common types of inquiry letters such as (1) personal status inquiry letter and (2) business status inquiry letter
Personal status inquiry letter : The letters that are written by prospective employers for obtaining information about job applicants are called personal status inquiry letter. Employers write this letter to obtain information relating to the applicant’s personal and family background, ability, skills, honesty, character, integrity, quality of performance, fitness for job etc. generally this letter is written to the referees mentioned by the concerned applicant. In response to this letter, the referees write a reply letter to the employer. This response letter may be favorable, unfavorable or neutral to the applicant.
Business status inquiry letter : When a business enterprise writes letter to another business enterprise for collecting information about a prospective customer, it is known as business status inquiry letter. This letter is usually written for collecting information about financial capability, goodwill, nature of business dealings, honesty etc. of a business enterprise to determine whether to establish business transactions with it. Responses of this letter may be either favorable or unfavorable.




Inquiry letter, Sample & Format
An inquiry letter is written when an individual would like to gain certain information about the company, product, character or some situation to have a better understanding. An inquiry letter should be courteous and clear as it is a request for assistance on a matter. A properly worded inquiry letter would prompt a faster response.
From:
Charles Harrison
111 Sharper Avenue
San Diego, CA 97732
June 18, 2010
To:
Customer Service
Drew Furniture and Fittings
19 South Street
San Diego, CA 93883
Dear Sir / Madam
Re: Inquiry on Product
I read with excitement on your advertised product of a sofa set, Flex-It, model FL0193 in yesterday’s Daily Bugle. The advertisement claims that this sofa set is able to ease the back pain of its users through regular usage. I have been experiencing some back pain problems as I work in front of the computers a lot.
My inquiry here is whether your company carries a similar product for an individual sitting than a full sofa set as advertised. I like the features presented in the advertisement on how the sofa set can recline at various degrees to ease the discomfort in the back for various users.
I would be happy if you can furnish me further details on my inquiry or recommend how I can use this advertised sofa set to my advantage.
I look forward to hearing from you soon.
Thank you.
Yours sincerely
Charles Harrison




Example Of Inquiry Letter

July 2, 2013
Mr.  Rodrigo Rivera
Personnel Director
Technote Corporation
3152 Bridge Avenue
Boston, MA 02154

Dear Mr. Rivera:

May I ask a favor of you?  Randy del Rosario, a representative of the Leverage Company, recently told me of your success in managing Technote’s training program for the hardcore unemployed.  Our firm is presently planning such a program, and we would appreciate information about the mind-set section of your program.

We expect to begin our training sessions on approximately August 1.  I believe we are prepared for the remedial-education and job-skills portion of the program, but we need help with mind-set section.  Specifically, we would appreciate knowing who you employed to teach that section, the major emphasis in the section, and the length of the section in relation to the entire programs.

I congratulate you on your success in managing Technote’s program, and I believe your ideas would help us solve this long-neglected problem, also.  I look forward to hearing from you.

Very truly yours,

Francisco Fortaleza
Managing Director








Complaint letter

Complaint Letter Definition
A Complaint letter is a request for an adjustment. In other words, it is a letter that describes about the damage; errors or mistakes happened to the delivered goods and therefore claims for compensation is known to be a complaint letter.
In modern age, the chain of business is not limited within the boundary of country. As business is expanding, its complexities are also increasing. So, mistake or fault is not a strange matter in the arena of business. There may be wrong delivery of goods shipment of obsolete, poor quality or underweight goods, faulty packing, delivery after the specified date and other damages to the goods shipped. In the above cases, buyer is supposed to suffer financial loss and therefore he has every reason to complaint to the seller demanding compensation. Hence a letter is used to serve such purpose is called complaint letter.
To draft such a letter, buyer must have valid grounds to explain that he has suffered financial loss or otherwise there will be misunderstanding which may damage business relation buyer requires special care with the art of convincing the seller. Clarity and courtesy are the important factors to write a letter of complaint. The complaint should be made politely without showing any sign of anger.
Elemets of Complaint Letter
Elements of a Letters of complaint usually include the following stages:
    1. Background
    2. Problem - cause and effect
    3. Solution
    4. Warning (optional)
    5. Closing
        
· 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.

·Problem
  Cause:
      • On 10 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.
· 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.
         
· 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 Monday, 28 December 2015, you will incur a 10% late payment fee.
          
  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.


Content
o    The content should contain enough details so that the receiver does not have to write back requesting more.
o    Legal action is not normally threatened in the first letter of complaint, unless the situation is very serious.


Example of Complaint letters


EXAMPLE 1
Fortune Goods
317 Orchard Road
Singapore
17 December 2015 

Attn: Mr David Choi 
Sales Manager 
Everlong Batteries
171 Choi Hung Road 
Hung Hom
Hong Kong

Dear Mr Choi

Re. Order No. 768197

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

On 10 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.

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.

I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again. Otherwise, we may have to look elsewhere for our supplies.

I look forward to hearing from you by return.

Yours sincerely


     
J. Wong

J. Wong 
Purchasing Officer



EXAMPLE 2
Flat 303 Lucky Mansions 
856 Cheung Sha Wan Road 
Cheung Sha Wan 
Kowloon
16 December 2015
The Administrative Officer 
Exhibition Services
Exhibitions International 
33 Kadoorie Avenue
Kowloon
Dear Sir/Madam
I attended your exhibition Sound Systems 2015 at the Fortune Hotel from 4 - 9 December and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems. I explain each of the problems below.
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. Even after spending several wasted hours trying to register in this way, the computer would not accept my application. I eventually succeeded in registering by faxing you.
Secondly, the exhibition was held at one of Hong Kong's most prestigious hotels, but frankly the venue was better suited to a medium-sized business conference than to a large exhibition open by registration to the public. The lack of space led to serious overcrowding in the venue, particularly at peak visiting times (i.e. lunch times and early evening). On one or two occasions I was also seriously concerned about the physical safety of attendees.
The final point I want to make concerns product information. It is very enjoyable to see and test a range of excellent sound systems, but it is also important to be able to take away leaflets on interesting products, so that more research can be done before deciding which system to buy. However, by the time I attended the exhibition all the leaflets had been taken.
Could I please ask you to look into these matters - not only on my behalf but also on behalf of other attendees, and in fact on behalf of your company, too.
I look forward to hearing from you.
Yours faithfully
Michael Leung
Michael Leung


Purchase Order Letter
Purchase Order Letter Definition
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.

Elements of Purchase Order Letter
Like an invoice or quotation, the purchase order can be divide into 3 main parts, the header, body & footer. These parts can typically contain the following elements :

·         PO Header

·         Your letterhead : Your business name, logo, address, telephone & email and web address if available. In some countries, you must also include your business registration number and tax registration number.
The words “Purchase Order” clearly written towards the top of the page.
·         A Purchase Order number. This a running serial number that you maintain. Each PO issued should have a unique PO number hence, no two PO’s should have the same number.
·         A Purchase Order Date : The date when the PO was issued
·         Vendor Ref# : Vendor Reference which can be a quotation number if this PO was raised in acceptance of the quotation or tender given by a Vendor
Your payment terms or how soon you expect to pay your vendor E.g. “COD”, “Cash”, ”30 days” etc.
Your customer or client name and address.

·         PO Body

A description of the goods you are purchasing, quantity, unit of measure, price per unit and total amount for individual items. In the case of “Work Order”, your scope of work and amount for individual items.

·         PO Footer

Total Amount of all individual items.
If applicable, a tax amount and total after tax.
Delivery Date : Specify the number of days or a due date by when you expect goods to be delivered.
Other comments you may have like delivery instructions etc.
Any other terms and conditions. If unsure, seek professional advise from a solicitor to draft your terms and conditions. You may place this in the footer or the reverse side of the PO.
Do’s 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
  • The Purchase Order Letter should ideally be typed but the signatory should personally sign it


Sample Purchase Order Letter
______________ (Name and address of company with whom order is being placed)
_____________ (Date)
Subject: Purchase Order for 1000 pairs of socks
Dear Sir or Madam
This is with reference to our meeting on ___________ (date) when we visited your factory in connection with purchase of socks for our school children.
We are pleased to place an order for 1000 pairs of white summer socks against item number ___________ and size _________. We would appreciate if the order is delivered at the address given below latest by ____________ (deadline date) so that we can start selling it to the children before the onset of summers.
___________________ (Name and address where delivery will be made)
The terms and conditions of the purchase order are as follows:
1. Order for 1000 pairs of white summer socks with item number _________ and size __________.
2. Delivery will be made at the address mentioned above.
3. The order should be delivered latest by __________.
4. 100% payment will be made on delivery.
5. If the order is not delivered by the due date, please consider it as cancelled.
6. The price per pair, as mutually agreed, is Rs. ___________ inclusive of all taxes.
We hope to have a long business relationship with you.
Please feel free to contact the undersigned for any clarifications or discrepancy in the order details.
Best regards,
(Name of signing authority)

Purchase Order Letter, Sample & Format

A Purchase order letter is written by the company that wishes to place an order of products or services to the receiving company. The letter states the types of goods required with sufficient details for the supplying company to fulfill the order. Terms and conditions may also be included in such a letter.
From:
Robert S. Bunch
Purchasing Manager
Rodeo Enterprise
1941 Jail Drive
Cambridge, IL 61238
October 11, 2010
To:
Fred B. Guild
Store Manager
Fuller Productions Industry
680 Bee Street
Traverse City, MI 49686
Dear Mr. Guild
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 S. Bunch
Purchasing Manager




Referensi :