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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
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.
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.
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
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
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
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:
- Background
- Problem - cause and effect
- Solution
- Warning (optional)
- Closing
- 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.
- 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.
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
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
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 2015856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon
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
Cambridge, IL 61238
October 11, 2010
To:
Fred B. Guild
Store Manager
Fuller Productions Industry
680 Bee Street
Traverse City, MI 49686
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
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