COMPLAINT LETTER & APPLICATION LETTER

A.    COMPLAINT LETTER

Complaint letter is a letter to a company or supplier of goods and services as a result of services or goods we buy are not in accordance with what we expect or not good. the claims are made when consumers feel uncomfortable with some things, such as:

1.      Delay goods is a destination that is far from the promised producer.

2.     The amount of goods ordered is not in accordance with the number of items sent or received by consumers.

3.      The quality of goods is not in accordance with the expected consumer.

4.      There was damage to the goods when delivered.

5.      Service employees who are not in accordance with the customer wants.

However, complaints or any form of claim will certainly not be easily accepted by the receiving party complaints. Need to be accompanied by some evidence that we are consumers who are experiencing disappointment because of some complaints. To formalize a claim letter to the letter of trade, as it is required, it also attaches receipt of payment when the purchase. Thus, if the evidence is enough, consumers can also take the following action:

1.      Cancel the purchase of goods.

2.      Ask the rebates on producers.

3.      Goods are damaged or lost, can be accounted for by compensation in the form of new stuff.

4.      Damage to goods or other complaints form can be held with any loss due to the corresponding amount.

Interest Complaint Letter

To convey the incompatibility of a service, goods, etc. As a consumer, expect no action from the company to handle the complaint. And as a criticism of the company so as not to repeat mistakes in the future.

The function of the Complaint Letter is to change an unacceptable situation. Writing a letter requires more time than making a phone call. People who get a complaint letter know this. They really read letters of complaint, unlike voice mail which is often ignored. Letters of complaint are often written for businesses, organizations, government agencies, schools and news departments.

Effective Complain Letter must:

·         Short

·         Authoritative

·         Factual

·         Constructive

·         friendly

The main benefit of the complaint letter is to explain the problem. It is very important that the complaint letter clearly describes the problem and tells the recipient to be responsible. Write without rambling. Describe facts without anger. Next, give a way out to the recipient. Offer a possible solution to this problem. Make a reasonable one, like asking for a refund or credit.

Whereas the complained party must answer the complaint letter with the complaint letter/response letter (Response Letter). Some letters of complaints from customers are justified, and some can be outrageous. Without conducting a full investigation, the complained company cannot find out whether the complaint is legitimate or not. Therefore, every complaint must be examined carefully before reaching a conclusion about the situation. This process may take time, so sending a letter to an angry customer is an ideal way to inform him that the company has received a complaint and is investigating the situation.

Example:

B.     APPLICATION LETTER

An application is a letter that functions to apply for a job in a company or in a body. A cover letter is also referred to as CV or Curricullum Vitae or Job Application Letter. Usually a CV is sent with a job application or resume that will be sent to the destination company.

An application letter in English must be written in accordance with certain rules. There are several tips in writing a CV. Cover letter in English:

·         In making a cover letter, avoid inappropriate language such as slang or technical jargon.

·         Using short, short, and short paragraphs.

·   Check spelling, grammar and punctuation carefully. Some employers routinely choose job applications that contain these errors.

·       The usual command structure sends a job or email that is used to give a title as a title, or into the first sentence of a letter, using a reference code if there is one. This will ensure that your application letter can go directly to the right person in the organization.

·       You also have to mention where you see the vacancy or where you see the vacancy.

Example:

QUESTIONS OF COMPLAINT LETTER:

1.   How do you follow the complaints in the report? It will be accepted and proceeded to the authorized parts, then dealt for solutions that don't harm the buyer and seller.

2.      How to convince the company to the truth complaint?

a.       Through evidence of transactions

b.      Include purchase receipt

c.       If the complaint, damage can include photographic evidence, and show the agreement

3.   What to do if the complaints were never addressed the company? Can through legal channels such as the police.

4.   Why does it take countermeasures based on the complaint? So that customers get satisfaction from the company's service and reliability of customers.

5.      How do I file a complaint against the service? By letter of complaint.

QUESTIONS OF APPLICATION LETTER:

1.     Where come from application letter addressed ? 8 Sue Circle, Smithtown, CA 08067

2.  What strenghts that would support that position (based on the letter above) ? Successfully designed

3.    An application is a letter that functions to ? Apply for a job in a company or in a body. A cover letter is also referred to as CV or Curricullum Vitae or Job Application Letter.

4.    An application letter is also referred to ? As CV or Curricullum Vitae or Job Application Letter.

5.    Who sent the application letter above? John Donaldson.

Reference:

1.  http://fauziahsiskomp.blogspot.com/2011/12/tugas-bahasa-inggris-2-complaint-letter.html

2.  http://icampusindonesia.com/2017/02/10/9-contoh-application-letter-cv-bahasa-inggris/

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INQUIRY LETTER AND ORDER LETTER

1.      Inquiry Letter

An Inquiry Letter is a type of request letter or request for information about a product, service, job opening or other business information. This function is to display information sources such as newspapers, magazines or electronic media about current products / services with the information needed.

At present it is an initial step from a company from various parties. In this letter, there are a number of things discussed by the service provider / product which is a question from the buyer in order to help the buyer to find out information about the product / service. These things include:

a.       Name and type of product

b.      Product specifications, namely; type, size, quality, capacity etc.;

c.       Price of the unit.

d.      Discounts;

e.       How to pay from the buyer to the seller;

f.       How to deliver products from seller to buyer, and

g.      Convenience that may be obtained by the buyer, such as a warranty and others.

Example of An Inquiry Letter:

2.      Order Letter

An Order Letter is a letter from a prospective buyer to the seller whose contents ask for a quote. That is, prospective buyers ask through a letter so that the seller formally offers him an offer. With the offer from the seller, the prospective buyer will find out the price, the terms of sale and purchase, and a description of the goods or services to be purchased. This is the purpose of the prospective buyer writing a letter requesting an offer to the seller. If the prospective buyer already knows the condition of an item / service and the price and purchase conditions, of course he does not need to ask for a quote from the seller.

An Order Letter is required in formal trade which requires official official procedures in writing. A large company as a seller, for example, does not simply serve requests for offers via telephone. Letters of request for offers are often the initial stages of the process of business transactions. Through the order letter the prospective buyer asks or asks for information about the goods or services that will be bought. As a reaction, the seller explains the things that the buyer wants to order and finally the business transaction occurs as the peak of the buying and selling process.

Remember that all relevant information must be given in the order letter. This is like more business and of course helps to prevent reading errors to compile a table of items needed. As a guide for compiling an order letter you must fulfill:

a.       Reference to a source of information

b.      List of products to be ordered

c.     Quantity, quality, price, catalog number (if any) (quantity, quality, price, catalog number (if any))

d.      Details of delivery and payment (delivery and payment details)

e.      An order number (order number)

The order letter is used to order goods according to the amount needed by the company either by using the official order form or not. There are two ways to make an order letter, namely:

a.       Order without using official order form

b.      Order by using the official order form

Ordering without using an official order form can be done by simply writing a letter with all the order details by directly entering into the letter. Thus, this letter functions as an order letter, so the content must be clear, concise and direct to the destination.

While in large companies, in general, it is usually done by using an official order form. Every time you want to make an order, you can fill in the available fields. Order forms or often called purchase orders (PO) usually consist of:

a.       No. (number)

b.      Unit price

c.       Description / items

d.      Amount

e.       Quantity

f.       Delivery date

g.      Type

h.      Terms of payment

Example of An Order Letter:

Question about Inquiry Letter:

1.    What is the position of Lidiya Ratry Sukma?

Lidiya Ratry Sukma as a Purchase Manajer

2.     What did Mrs. Lidiya Ratry Sukma ask for?

Latest catalogue, method of the payment and the method the delivery.

3.     When was the letter typed?

The letter was typed at 17th Februari 2014

4.     How did Mrs. Lidiya Ratry Sukma know the advertisement?

Mrs. Lidiya knows the advertisement from Lampung Post two days ago and saw Violeta Ladies' shoes displayed at the exhibition.

5.     Did Mrs. Lidiya Ratry Sukma intend to buy the product?

Yes, she Did. She intend to buy the product and she sure that their will place their regular orders in future.

Question about Order Letter:

1.     What items does the Electronic Store want to order?

TV, Laptop, Washing Machine and Printer.

2.     When will Toko Elektronik pay off the payment?

Toko Elektronik will pay off the payment after the order arrives.

3.     When is the PT Cemerlang offer letter sent to the Toko Elektronik?

PT Cemerlang's offer letter was sent to the Toko Elektronik on February 7, 2018.

4.     How many items ordered by the Toko Elektronik?

The number of items ordered is 17 units.

5.     What are the expectations of the Toko Elektronik?

Toko Elektronik hopes that the order will arrive within one week after the letter is received by PT Cemerlang.

Reference:

https://gerryghost.wordpress.com/2013/11/05/inquiry-letter-and-order-letter/

https://www.studybahasainggris.com/contoh-inquiry-letter-atau-surat-permintaan-dalam-bahasa-inggris/

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STYLE AND PART OF BUSINESS LETTERS

A business letter is a letter made as proof of transaction, agreement or sale of certain goods between two or more agencies as well as companies that are carried out in business. A business letter is an official letter that has the force of law. Business letters are usually made with the aim of being a cooperation agreement, proof of delivery of goods, meeting invitations, invitations to conduct business events, etc.

Business letters have the same form as other official letters, namely the existence of a letterhead, letter content and letter. The writing of the language also uses standard language in accordance with the correct and correct EYD spelling. Likewise, the format uses the official letter format in general. On this occasion, I will discuss Style of Business Letters and Part of Business Letters.

“STYLE OF BUSINESS LETTERS”

1.      Full Block Style

Full Block Style is the most formal and easiest combination of other styles. Full Block Style is a form of letter in which the Neck Letter, Letter Body, and Letter Foot do not form a verse that forms a full block from left to right. But the arrangement or structure of the letter is still valid in the letter. In typing this letter usually starts from the left edge of the peg. Example:

2.     Modified Block Style

Modified Block Style or Block Style is almost the same as Full Block Style. All parts of the letter except the date and greeting cover are typed starting from the same left edge line. The date and greeting cover are typed right next. Typing paragraphs, same as Full Block Style. Example:

3.      Semi Block Style

Semi Block Style is almost the same as the Modified Block Style, but in the section the contents of the letter are made a paragraph protruding into each of the first lines. Example:

4.      Indented Style

Indented Style is a form of letter where the letter addressed has paragraph line formation in the form of stairs down. This curve shape usually has a paragraph paragraph that curves so that it does not look neat but looks structured especially in the section of the letter that is addressed in the form of the alignment form such as the stairs down. It is the oldest style of writing business letters. This indented letter format, the first word of every paragraph is written leaving some (two or four) spaces from the left margin. Example :

5.      Hanging Paragraph Style

The Hanging Paragraph is a form of letter in which the letter body has an aligned paragraph. The use of the paragraph node is after the new paragraph, the next line enters five spaces. So after the first paragraph, the next paragraph must be spaced around 5 spaces. Usually this form is in certain service. Example :

6.      Simplified Style

Simple style is a form of letters that are almost similar to Full Block Style but only without opening greetings and closing greetings. The recipient's name will usually be done in the first sentence of the letter. Also, the simplified format does not include free closing. The signature comes immediately after the body of the letter, followed by the printed name, which will usually be in all uppercase letters. Usually this letter is addressed to people who work in the company. Sometimes writing Simple Style is very simple without the need to see neatness and order. Example :

There are all about Style of Business Letters. We can use the style according to business needs or according to the applicable regulatory standards in your office. Now I want to move for discuss about Part of Business Letters.

“PART OF BUSINESS LETTERS”

An official letter is a letter that is often used in official, organizational, institutional, or work. This letter is categorized as the most commonly used in everyday life when dealing with certain institutions or institutions. But do not forget to make an official letter always pay attention to the center line so that the official letter looks neat and accepted by the agency or institution because this official letter is not messy. Part of the letter in the form of official business letter sections:

1.      Letter Head

The head of the letter is often called the Letterhead. Located at the top of a letter. The function of the letter head is as a self-identity for the relevant agency. Therefore, the head of the letter should express the agency's identity clearly and completely, which includes:

a. Agency name,

b. Agency logo or logo

c. Address,

d. Postal code,

e. Phone number,

f. Fax or e-mail number.

2.      Date Line

The date of the letter serves to inform the recipient of the letter when the letter was written. The date of the letter is located at the top right of the reader letter. In writing the date the name of the month cannot be abbreviated or written in numbers. Must be clear and complete. In writing dates are divided into two types, namely using the style of writing British Style and American Style. Example:

·         British style

08th December 2011

British style writing style is the same as the date writing style in Indonesian style. It's just that the British style adds suffix numbers such as 1st, 2nd, 3rd, etc. The date position is located on the top right of the letter.

·         American style

September 07, 2011

Date writing style American style month name is placed in the starting position followed by the date ending in comma and year. Date position is located on the top left of the letter.

3.    Number of Letter

The letter number includes the serial number of the letter, letter code and year number. Example :

Number : 026/D2/2006

Number : 121/OSIS/I/2007

4.      Subject Line

The letter means the problem or case the letter is talking about. The matter itself means 'case', 'matter', 'affair', or 'event'. Regarding making the recipient of the letter easier to find the purpose of the letter, such as Invitation, Apology, and so forth. This is an optional part of the business letter, meaning we can list it or not. Writing the subject using British Style: Subject is placed between salutation and the contents of the letter. Example:

Dear Mr. Wilson

Subject : Order No. 123

With reference to the above order, .....

5.      Attachment

Attaching means including something with another. The attachment is an explanation of the number of documents included in the letter. Thus, if the document is one sheet, then one sheet must be mentioned; if the document consists of one file, we need to state one file. If this attachment is inserted, the sender needs to notify the recipient by writing ENC., Enc., Or enc.

Example :

Attachment : one paper

Attachment : two papers

6.      Insert Address

Contains the name and address of the destination, located at the top left of a letter. Usually in writing Inside Address other than the name and address of the recipient, also includes the full name along with the position and postal code and destination country. If you are not sure who (name) the letter is intended, do not empty it, but try to use its position, such as "Director of Human Resources". Example:

7.      Salutation

The opening greeting is located under the address and before the contents of the letter. serves as the opening greeting or author's respect. The opening greeting is written on the left. The first letter of the first word is written in capital letters, while the other word is written in lowercase letters. In this section, the term used is "Dear Mr./Mrs./Ms. (last name of acceptance) ", for example" Dear Mr. Fathoni ". But if the recipient's name is unknown, write the name of the department, for example "Dear Director of Department of Human Resources". Give the distance between the opening greeting and the contents.

For business partners who are already familiar with each other, they usually write with "Dear Sue". The use of punctuation marks on salutation using British Style is written without punctuation (semicolon or comma) and in American Style using a colon. 

Dear Mr. Krisman => example in British Style

Dear Mr. Krisman: => example in American Style

8.      Body of Letter

The contents of the letter are the most important part of the entire letter. This is because the part is a container of all the issues that the writer wants to convey.

a.     Opening

Opening sentences are usually an introduction and often refer to the previous letter relating to the same problem, serving as an introduction or introduction to the subject matter to be conveyed. In this case, references or letter numbers are very important. Usually, the opening sentence starts with phrases like "thank you for your letter ...", "together this ...", "with regard to ......".

Here are some examples of opening opera often used.

1) We hereby let you know that ...

2) We hereby declare that ...

3) With this letter we explain that ...

4) With this letter we convey that ...

5) I would like to ask you for help ...

6) We are very sorry to say that ...

7) I am sending this to you ...

8) We send this letter ...

9) Based on a circular letter, we hereby assign ...

10) With regard to ..., we ask you to ...

11) Regarding your letter number ..., I hereby let you know that ...

12) In order to implement ... we hereby assign ...

13) Reply to your letter dated ...

14) Answering your question about ... with this ...

15) Following our date letter, we hereby inform you that ...

16) In accordance with the letter ... we send it together ...

Because of its function as an introduction, not a few authors ignore this section. The author goes straight to the contents. Here's an example:

1)  We inform you that on June 16, 2005, all department heads must conduct a budget meeting. Therefore,….

2)   The Chair of the Indonesian Language and Literature Education Department, FPBS, Indonesian Education University, gives the task to ...

3)      We announce that on August 16, 2004, all students must follow ...

b.      Message

This paragraph is a place to accommodate the main purposes of the letter writer. Because of that, it could be the contents of more than one item if the author's intention consists of two or more. Each content zone holds one main purpose with the aim that readers can understand it more easily.

Content must be related to the opening paragraph. In other words, what is stated in this paragraph must be related to the introduction presented earlier in the opening paragraph. For this reason, the content with the opening paragraph requires conjunctions such as in connection with the above, with regard to the above, or relating to it.

c.       Closing

Like the opening, closing is often a single sentence. The closing is used to re-establish the atmosphere of politeness. The closing is also used to show the actions or steps that the writer wants to do in the future. The closing generally contains a thank you or expression of appreciation. Example:

1)      Thank you for your attention.

2)      We thank you for your attendance at our event.

3)      We hope that you will be present at the event.

4)      We are happy if you are pleased to attend on time.

5)    Thank you very much for you orders and we are looking forward to serving you soon.

9.      Complimentary Close

This section as a sign that your letter has been completed, usually ends with writing "Sincerely", "Sincerely yours", "Thank you", "Best regard", and so forth. There is a comma at the end of the closing and only the first letter uses capital letters. Give 3-4 lines between the cover and the name, which will be used for the signature.

10.  Position Name

The sender of the letter is the person who wrote or who delivered the letter. In a business letter it will be better if the sender's name is equipped with a personal identity, namely the position, employee's master number, and stamp. Example: Director of PT. Antariksa Sukamaju

11.   Signature

In the form of the author's signature located on the lower right side of the letter reader as a form of accountability.

12.  Name of The Writer Identification

Listed below the signature with the initial letter written in capital letters, without parentheses.

13.   Enclosure or Copies

The writing of this section copies the function to explain other parties or agencies that get the letter. Usually we find the words "cc"

Example:

Enc.
            cc.President Director

14.      Page of Letter/Initial

a.       Head of Letter (Letter Agency)

b.      Neck Letter (Letter Identity)

c.       Letter Body (Explanation of Letter)

d.      Foot Letters (Letter Source)

At the bottom left of the letter is often found abbreviations or initials, for example Jk / AJ. The initials are the names of letter abbreviations and typists. For example, for Jk, the initials of the name of the conceptist named Joko and Aj are the initials of the typist Asep juanda.

The inclusion of such initials is sometimes considered important as an identification if one day there are certain parties who need them. For example, if the letter is wrong or unclear, the official who signed the letter can contact the person whose initials are listed in the letter. Thus, the initials are useful for internal purposes. Therefore, the initials should be simply abbreviated.

Reference :

1. https://turkibluedexter.wordpress.com/2013/10/01/bahasa-inggris-bisnis-1-part-of-business-letter-and-style-of-business-letter/
2. https://halfizjulian.wordpress.com/2014/10/23/bagian-bagian-surat-bisnis/
3. http://suratcintanovi.blogspot.com/2016/05/pengertian-macam-macam-bagian-bagian.html
4. https://dsmlmdblog.blogspot.com/2010/09/b.html

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