1.
Application
Letter
A.
Definition
An application letter is a business document, part of the important
correspondence between applicant and organization, firm or company, institution
or various boards and committees that publish a vacancy. It is a paper
frequently used in all levels of government, commerce, industry, and academia.
Students planning to correspond in any undertaking require the understanding of
the main points of a job application letter.
Writing a correct job application letter is a useful talent for anyone
planning to enter an administrative role in any industry or profession. In
order to write a job application letter in the most exact manner, the writer
must understand that letters employers are familiar with nowadays were
established gradually to become effectual, succinct and workable documents.
A good job application letter addresses all the points stated in the job
advertisement. The manner in which a person responds to a commercial
announcement alerts recruiters and employers to their capacity, their level of
education, personality, and professionalism.
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.
B.
Parts
of Application Letter
The applicant includes an address and contact information on the
upper right-hand corner of the letter in the indented format. The addressee's
name, title, department, company name and address are on the left part below
the applicant's address.
The opening paragraph must state the reason for
applying the job. The second and third sections form the main body of the
letter. The applicant sells himself to the addresses in these paragraphs. In
this part, an applicant cites the highest qualification and the reason for
changing jobs. In the third section, an applicant matches the skills and
experience with those required by the potential employer. The closing paragraph
must indicate the applicant's desire to be invited for an interview.
It is important to write about availability and
willingness to work with the company. The application letter shows the applicant's
enthusiasm and passion for the job.
C.
Example
January 28, 2012
Mr. George Gilhooley
XYZ Company
87 Delaware Road
Hatfield, CA 08065
(909) 555-5555
george.gillhooley@email.com
Dear Mr. Gilhooley,
I am writing to apply for the programmer position advertised in the
Times Union. As requested, I am enclosing a completed job application, my
certification, my resume and three references.
The opportunity presented in this listing is very interesting, and I
believe that my strong technical experience and education will make me a very
competitive candidate for this position. The key strengths that I possess for
success in this position include:
I have successfully designed, developed, and supported live use
applications
I strive for continued excellence
I provide exceptional contributions to customer service for all
customers
With a BS degree in Computer Programming, I have a full understanding of
the full life cycle of a software development project. I also have experience
in learning and excelling at new technologies as needed.
Please see my resume for additional information on my experience.
I can be reached anytime via email at george.gillhooley@email.com or my
cell phone, 909-555-5555.
Thank you for your time and consideration. I look forward to speaking
with you about this employment opportunity.
Sincerely,
ALI BABA
2.
Inquiry
Letters
A.
Definition
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.
Quible and others
defined, “Letters of inquiry are a type of business message that asks the
recipient for information or assistance.”
Prospective employers
and business organizations usually write inquiry
letters for
obtaining desired information. Prospective employers write this letter to the
referees mentioned in the job application to obtain information about the
applicant’s personal and family background, ability, skills, honesty,
character, integrity, quality of performance, fitness for job etc. on the other
hand, business enterprises write inquiry letters to third parties referred by
the customers to know about their business dealings, financial capabilities and
goodwill to determine whether to establish business relationships with those
enterprises.
B. 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.
An enquiry letter may
consist all or few of the below mentioned parts:
·
Introduction
·
Description
·
Statement
·
Methodology
·
Final Summary
The inclusion or
exclusion of certain components depends on the scope of your letter. Business
letters will tend to have all mentioned while those on a smaller platform will
include few. Not to forget that these letter are formal letters and will follow
the rules pertaining to these. These rules refer to the common styles of
writing a business letter, i.e. Full Block Style, Modified Block Style and
others.
An example of letter of
inquiry or a letter of inquiry format is sufficient. To add to it the writing
tips provide efficiency. Thus, it is advisable to go through the format, tips,
examples and the templates.
Your Street Address City,
State Zip Code Telephone Number Email Address
Month, Day, Year
Mr./Ms./Dr. FirstName
LastName Title Name of Organization Street or P. O. Box Address City, State Zip
Code
Dear Mr./Ms./Dr. LastName:
Opening
paragraph: State what position you are inquiring about; how you learned of the
organization or position, and when you will be qualified for the position.
2nd
paragraph: Tell why you are interested in the position or type of work the
employer does (Simply stating that you are interested does not tell why, and
can sound like a form letter). Demonstrate that you know enough about the
position by relating your background to the employer or position and mention
specific qualifications which make you a good fit for the employer's needs.
This is an opportunity to explain in more detail relevant items in your resume.
Refer to the fact that your resume is enclosed. Mention other enclosures if
such are required to apply for a position.
3rd
paragraph: Indicate that you would like the opportunity to talk with the
employer to learn more about their opportunities or hiring plans. Restate
briefly why you're so passionate about the opportunity you're applying for.
State that you would be glad to provide the employer with any additional
information needed. Thank the employer for her/his consideration.
Sincerely,
(Your handwritten
signature)
Your name typed
C.
Example
Fund Inquiry Letter
PT. BAGASKARA
Jalan Delima No. 10
JAKARTA 11730
Jalan Delima No. 10
JAKARTA 11730
October 21st 2013
PT. Bulan Bintang
Jalan Abadi No.20
DEPOK 16952
Dear Sirs,
Our company is a company that specializes in selling
various leather products such as leather wallets, leather shoes and so forth.
We will soon open several branches in various areas in Java. although we will
open branches in various regions, we would like distribution of goods to be
shipped for sale in our company running smoothly and the goods we sell good
quality goods with prices that can reach the surrounding community.
Some time ago we read a profile of your company, your
company produces goods in a newspaper. We are very interested to cooperate with
your company. Therefore we are very happy if your company is willing to send
the list of goods and price list production. If your company has regional branches
in Jakarta and West Java, we also ask to
include the address of a branch office in your company so that later if your
office area is very easy walking distance from our company, we can order the
goods from the nearest branch office .
We also hope that your company can provide special
offers for our company. We are expecting a reply from you to cooperate with our
company.
Yours Faithfully,
Dwini
Purchase Manager
3.
Complaint
Letter
A.
Definition
A letter of complaint, or
complaint letter, is normally written to deal with a problem situation when
other attempts (i.e. phone contacts, e-mails, etc.) have failed to rectify the
situation. The complaint letter formalizes a problem situation by putting it
into writing and is usually the last resort to try to get a situation resolved.
Properly written complaint letters can be very powerful and almost always get
results, making them worth writing. To read an article on the subject of
writing effective complaint letters.
·
Include your name, address,
and home and work phone numbers.
·
Type your letter if possible. If it is
handwritten, make sure it is neat and easy to read.
·
Make your letter brief and
to the point. Include all important facts about your purchase, including the
date and place where you made the purchase and any information you can give
about the product or service such as serial or model numbers or specific type
of service.
·
State exactly what you want
done about the problem and how long you are willing to wait to get it resolved.
Be reasonable.
·
Include all documents
regarding your problem. Be sure to send COPIES, not originals.
·
Avoid writing an angry,
sarcastic, or threatening letter. The person reading your letter probably was
not responsible for your problem but may be very helpful in resolving it.
·
Keep a copy of the letter
for your records.
B.
Example
1 Mawar Street
Losari, Brebes 52255
September 15, 2011
Customer Service
Batik Trusmi
15 Kibuyut Trusmi Street
Kel. Kesenden, Kec. Kejaksan
Cirebon 45121
Dear Sir or Madam,
I have ordered 12 packs consist of 12 clothes of new modeled Trusmi Batik on your Boutique which I ordered by phone on September 11. I received the order on September 14. When I received those packs of Batik, there was one packs missing. I only got 11 packs of 12 packs that I ordered. To know whether there was one pack missing, you can check the amount of Batik whcih left your Butique stock.
To resolve that problem, I would like you to send me one pack of modeled Trusmi Batik like I ordered before. Or if the pack of modeled Tursmi batik which I ordered had been ordered by somebody else, I hope you give me back the money for the amount charge of the Tursmi Batik pack.
I have been your costumer for long time, and you know it as well. This the first time I get the problem like this relate to your service. If you need to contact me, you can call me at 08743258234.
Sincerely,
Signature
Losari, Brebes 52255
September 15, 2011
Customer Service
Batik Trusmi
15 Kibuyut Trusmi Street
Kel. Kesenden, Kec. Kejaksan
Cirebon 45121
Dear Sir or Madam,
I have ordered 12 packs consist of 12 clothes of new modeled Trusmi Batik on your Boutique which I ordered by phone on September 11. I received the order on September 14. When I received those packs of Batik, there was one packs missing. I only got 11 packs of 12 packs that I ordered. To know whether there was one pack missing, you can check the amount of Batik whcih left your Butique stock.
To resolve that problem, I would like you to send me one pack of modeled Trusmi Batik like I ordered before. Or if the pack of modeled Tursmi batik which I ordered had been ordered by somebody else, I hope you give me back the money for the amount charge of the Tursmi Batik pack.
I have been your costumer for long time, and you know it as well. This the first time I get the problem like this relate to your service. If you need to contact me, you can call me at 08743258234.
Sincerely,
Signature
4.
Purchase Order Letters
A.
Definition
a letter of order is a
document that confirms the details of a purchase of goods or services from one
party to another. It usually includes more information about what you are
ordering, like quantity, model number, or color, the payment terms, and the matter
in which the products are to be shipped. When the recipient receives this
letter, they will process the order and send the merchandise.
An “Order” is an expense
for the person placing the order and an income for the one getting it. But this
is not all. The company that bags the order has to fulfill lot of commitments
to ensure that it has a satisfied customer, which can be an individual or
another company. Timely delivery of the order, quality of delivery and after
sale service – are all part and parcel of getting an order. An Order Letter is
the one that is written by the person/company placing the request of purchase
from another company. This letter comes into action only when a detailed study
of the desired product has been done in the market and based on promised
service, quality and price of the product, a decision for a purchase has been
made. An Order Letter should be drafted very carefully as it needs to pen down
all the terms and
conditions of the purchase
for the benefit of both involved parties. It should have details such as
product specifications, quantities, price agreed upon, delivery date, late
delivery clauses, etc. It should be addressed to the person responsible for the
execution of the order with a copy to the head of department. Since it is
totally an official letter it should be typed.
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.
DOS 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
B.
Example
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
References :
