Find the definition and the function of the following letters :
1. Inquiry Letter
2. Order Letter
3. Complaint Letter
4. Aplication Letter
5. Memo
Find the eample of those 5 Letters !
Answer :
1. Inquiry Letter
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.
Function of Inquiry letter may take any of the following forms:
- Solicited Inquiry: An inquiry made in response to the seller’s advertisement and publicity.
- Unsolicited Inquiry: An inquiry made at the buyer’s own initiative.
- Inquiry for favor: An inquiry about some other information which may be about some special price or some favorable terms.
- Routine inquiry: An inquiry made by an old buyer in the usual course of business so, A letter of inquiry which asks valuable information from seller or producer.
Example Inquiry Letter :
PT. RAMA KONVEKSI
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,
Deni Soeltoni
Head of Distributor
2.Order Letter
An order letter is usually written when a company purchases or buys or orders goods or services from another party. An order letter can also be written by an individual who would like to buy or purchase goods or services. Here is an Order Letter you might need when you order goods and materials. Do not forget to clearly state the exact name of the merchandise, the price, and the amount of payment being sent.
An example of order letter :
Jakarta, April 02, 2013
Quantum Komputer
5th Floor, Mangga Dua Mall
Blok D26, Jakarta
Dear Mr. Richard Setyawan
I am interested in the items contained in the Computer Magazines March 30 issue of the computer magazine 2013.I want to order :
1 piece external hard drive with a capacity of 2 terabytes
1 internal hard drive with a capacity of 1 terabytes
2 piece external hard drive with a capacity 500 gigabytes
please be sent to the address of Jl. Mampang Prapatan IV 34 A, Tegal Parang, South Jakarta.
for the payment I will immediately transfer into your account ..
Yours sincerely,
Marjuan
3. Complaint Latter
A Complaint Letter is a type of letter written to address any type wrong doing, offence, grievance, resentment arising out of a product, service etc. Complaint Letters are used to raise your concerns about unfair things and seek a productive outcome. They are also used to vent out your pent up emotions arising out of your suffering or bad experience. It is a fundamental right and duty of a citizen to seek justice arising out of any injustice, which is initiated by a Complaint. Complaint letters then, become your First Step towards your Consumer Rights. They inspire other hassled consumers, influence the concerned authorities towards taking proper action and make the defaulters more liable, responsible and responsive. This is because unresponsive behaviour of the offender is liable to a Punishable Court Proceeding or an Expensive Lawsuit.
An example of complaint letter
5 Market Street
Val Haven, CT 95135
June 30, 2004
Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435
Dear Sir or Madam:
I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I received the order on June 26. Unfortunately, when I opened it, I saw that the cleats were used. The cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My order number is AF26168156.
To resolve the problem, I would like you to credit my account for the amount charged for my cleats; I have already went out and bought a new pair of cleats at my local sporting goods store so sending another would result in me having two pairs of the same cleats.
Than you for taking the time to read this letter. I have been a satisfied customer of your company for many years and this is the first time I have encountered a problem. If you need to contact me, you can reach me at (555) 555-5555.
Sincerely,
Signature
Ken Thomas
4. Application Letter
Application Letter is a letter written for a variety of purposes in our day to day activities which can be domestic or professional. It is a liability conferred upon the sender by an authority. In such a liability the sender is expected to explain, inform/pre-inform the authoritative receiver about particular ongoing/upcoming activities, events, process or procedures. It is also a written request when written for assistance, admission, employment, favour, information, permission, service etc. A letter of application is also an accompanying document as and when required. When it does so it is known as Cover Letter. An application letter is largely a formal type of letter as it follows a predefined format which is applicable to most type of application letters.
An example of application letter
May 28, 2010
THE HUMAN RESOURCES & ADMINISTRATION HEAD
Inara Lightings, Ltd.
Abu Dhabi
United Arab Emirates
Dear Sir or Madam:
I am writing to explore the possibility of employment as Document Controller in your reputable firm. I am a Computer Science graduate of the University of the Philippines, Diliman, Quezon City. I bring with me several years of experience as information systems analyst of leading companies that include Nissan Motor Philippines, Inc.
My strong computer skills, knowledge of modern word processing software, and project management tools are but some of the things that make me an asset to your company.
Attached is my resume for your perusal. Should you require any further information, I can be reached at 632-555-1234 (during regular business hours), or at 632-555-6789 (during regular business hours).
Sincerely,
(signed)
RINI ROSYIDAH
5. Memo Letter
A short message or record used for internal communication in a business.
Once the primary form of internal written communication, memorandums (or memos) have declined in use since the introduction of email and other forms of electronic messaging.
An example of memo letter
CHOCOLATE HEAVEN EMPORIUM
MEMORANDUM
TO: All Staff
FROM: Management T.C.
DATE: November 9th, 20--
SUBJECT: STAFF CHRISTMAS PARTY
It's that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This year, we have decided to postpone the Christmas party until after our busy season.
Party Details
• Date: Second or third Saturday in January (T.B.A)
• Theme: Beach
• Food: Caribbean
• Special events: Karaoke and belly dancing
We apologize that the celebration will have to wait until the new year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 222-3098. Please contact Lucy outside of business hours regarding this matter.
Thank you.
T.C.
Sumber
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