Language expressions used in ordering email anda ordering letter in The Cklik Internet Cafe : job training report

20 4.1. Conclusion

The usage of language expression is very important in business letter, such as apologizing, satisfactory, thanking, interested, expectation, request and complaining expressions. In each paragraph such as the opening, the content, and the close paragraph, the buyer or the seller has intention in using language expression, such as the language expression used by the seller toward the buyer is to give the best services and keep the customer to stay in business. Whereas the buyer toward the seller is to get satisfying services and show interest in business. In analysing this report, the writer compares the ordering e-mail in the CKLIK Internet Cafe and ordering letter by looking at the perspective or the usage of the language expression. It is done to know the intentions from the usage of language expression. It is clear that both formats have similarity on the usage of the language expression on each paragraph for opening paragraph, content paragraph, and closing paragraph, in structure. Probably, the different of the use in language expression on the opening paragraph depend on the seller stock. In addition, the use of language expression aims to determine a costumer target, whether are old or new costumer and it is important for holding the business in the way to serve the particular costumer.

4.2. Suggestion

After finishing the research, the writer had some suggestions for the students who will take the report of business letter, as in the follows:

1. The students should find various data from another field of study such as letter of permit, letter of credit, and conversation.

2. Related to no 1, future writer can figure out either the simliarities or the differences of the letters.

Additionally, the writer can explain the intention of the langauge expressioSns in the letter or in another media.

9

3.1. The Ordering Email in the CKLIK Internet Cafe

3.1.1. Explanation

The knowledge and understanding about the language expression are required for making the ordering email. The language expressions contain: apologizing, satisfactory, thanking, interested, expectation, appreciated, request and complaining expressions. In addition, ordering email is the facility that is used by CKLIK Internet cafe to make cooperative relation with other company and to develop the cafe business.

In this case, the writer tries to compare and explain the usage of the language expression in ordering email, to find the usage of the expression language intended for the old and new customer. Therefore, the writer tries to find the significant point (intentions) of both ordering by comparing the usage of the language expression such as apologizing, satisfactory, thanking, interested, expectation, appreciated, request and complaining expressions in ordering email for old and new customers in CKLIK Internet cafe on data analysis (the data being compared for the order letter is taken from English Business Correspondence by Suyarto – Hetty Rachdiana S).

3.2. Problems and Solutions

During analyzing and comparing of ordering email and letter, the writer found some difficulties and problems in the categorized language expression for the new or old customers. The Problems and solution will be explained as follow:

3.2.1. Problems

While making the order form, the writer found some problems occur from the data, as in the following:

1. The language used, such as how to create the order email for old and new customers.

2. Ordering media is different. In ordering letter the media used is letter and is sent by post, whereas in ordering email, the media used is e-mail and sending through network.

3. Finding the references that are appropriate for this report.

To overcome every problem above, the writer compares the format and content of the ordering letter and ordering email, also the objective of delivery. This is described as follow:

3.2.2. Analysis and Solution

Data 1:

Ordering Letter Ordering Email

Opening Paragraph

We say many thank for your terms of business with the catalogue and pricelist of your Anime and Manga apparel. As we find the price and the terms are satisfactory.

Menindaklanjuti

penawaran Anda tentang kerja sama, perihal penawaran berupa jasa delivery order. Dengan ini, kami bermaksud memesan kembali:

Both of ordering letter and email above use the satisfactory and thanking expressions on opening paragraph, as in the following:

Ordering Letter source:

- “we say many thank” = thanking expressions

- “As we find the price and the terms are satisfactory.” = satisfactory expressions for the first time that usually used by new customers because they are interested.

Ordering Email source:

- “Dengan ini, kami bermaksud memesan kembali:” = satisfactory expressions that the customers ever ordered before and it shows the continuation of the business.

Both expression show the similarity in terms of agreeing the proposed terms and requirements of the order. In the other side, their differences lie in the fact that the expression in ordering letter source is received from the new customer and that they are interested in the offer, whereas in ordering email source, it is received from the old customer showing their satisfaction of the offer. These expressions are intended to provide the producer with pleasant feeling so that they may provide buyer with prompt feedback.

Data 2:

Ordering Letter Ordering Email

Closing Paragraph

We agree with the method of payment via Bank of Indonesia, BCA, BNI and NIAGA. We also agree with your date line of payment, which is processed, 30 days after the products arrived with

Demikian pesan ini kami sampaikan. Atas segala perhatiannya, kami ucapkan terima kasih.

2.5%.

We hope you will be able to reply our ordering letter.

The ordering letter and ordering email use different language expressions on closing paragraph, as in the following:

Ordering Letter source:

- “We agree with the method of payment via Bank of Indonesia, BCA, BNI and NIAGA.” = agreement expression. The buyer clarifies the deal of the method of payment via Bank of Indonesia in reply inquiry letter attached in ordering letter.

Ordering Email source:

- “Atas segala perhatiannya, kami ucapkan terima kasih.” = thanking expressions. The buyer appreciates the services that the seller has offered.

Both expressions show the similarity in terms of agreeing the proposed terms and requirements of the order. In the other side, their differences lie in the fact that the expression in ordering letter source is received from the new customer and that they are interested and agree in the method of payment via Bank of Indonesia in reply inquiry letter, whereas in ordering email source, it is received from the old customer showing their appreciation for the services

that the seller has offered. These expressions are intended to provide the producer with pleasant feeling so that they may provide buyer with prompt feedback.

Data 3:

Ordering Letter Ordering Email

Opening Paragraph

We say many thank for your ordering letter number 0021 at 15th December 2011. We are highly appreciated with our agreement and the terms of our business.

Kami beritahukan kepada Bapak, bahwa mengenai pesanan yang Bapak pesan telah kami terima dan kami ucapkan terima kasih. Namun kami mohon maaf, khusus untuk pesanan berkode

G-Voucher 30K

kebetulan sedang out of stock.

The ordering letter and ordering email use different language expressions on opening paragraph, as in the following:

- “We say many thank for your ordering letter number 0021…” = thanking expressions. The seller appreciates the services that the buyer has responded.

- “We are highly appreciated with our agreement and the terms of our business” = appreciating expression. The seller is appreciate and agree with the agreement in their business.

Ordering Email source:

- “Kami beritahukan kepada Bapak, bahwa mengenai pesanan yang Bapak pesan telah kami terima dan kami ucapkan terima kasih” = thanking expressions from the seller to buyer in the interested on service that is offer by seller.

- “Namun kami mohon maaf, khusus untuk pesanan berkode G-Voucher 30K kebetulan sedangout of stock.” = apologizing expressions. The seller apologizes toward the buyer because the goods ordered by the buyer are out of stock.

Both expression show the similarity in terms of agreeing the proposed terms and requirements of the order. In the other side, their differences lie in the fact that the expression in the reply of ordering letter source is received from the seller and that they apreciate the deal, whereas in reply of ordering email source, it is received from the seller showing their sorry by apologizing to the customer because the goods are out of stock. These expression is intended to provide the

buyer with pleasant feeling so that they may provide the seller with prompt feedback and keep their business.

Data 4:

Ordering Letter Ordering Email

Content Paragraph

Since your company is my first costumer, we would like to ask for your information because it is the regulation of our company.

… please give us the financial records of your company from the Banks

Apabila Bapak ingin melakukan pembatalan pemesanan kami mohon, agar dikonfirmasikan kepada kami secepatnya.

Ordering Letter source:

- “Since your company is my first costumer, we would like to ask for your information because it is the regulation of our company”. = expression of interest from the seller to the buyer, cause the buyer is the first customer. As it is the interesting, the seller wants more information clearly from the buyer, so that is one of the regulations in company attached in reply inquiry letter.

- “… please give us the financial records of your company from the Banks” =

seller asks again the information of the bank coorperating with the company as the method of payment.

Ordering Email source:

- “Apabila Bapak ingin melakukan pembatalan pemesanan kami mohon, agar dikonfirmasikan kepada kami secepatnya” = request expression. The seller wants to know the respond from the buyer about the out of stock goods ordered. Whether the buyer will continue to order although one of items is out of stock or cancel the order.

Both expression show the similarity in terms of agreeing the proposed terms and requirements of the order. In the other side, their differences lie in the fact that the expression in the reply of ordering letter source is received from the seller and that they are interested with first customer and wants to asks which bank that they want to use as the method of payment, whereas in the reply in ordering email source, it is received from the seller showing their appreciation to the customer by reoffering the order, so the customer has the best and satisfying services. These expressions are intended to provide the buyer with pleasant feeling so that they may provide the seller with prompt feedback and keep their business.

Data 5:

Ordering Letter Ordering Email

Closing Paragraph

We hope we can be a great business partner and we hope you will be able to reply our acknowledgment letter soon.

Atas perhatian dan kerja samanya kami ucapkan terima kasih.

Ordering Letter source:

- “We hope we can be a great business partner and we hope you will be able to reply our acknowledgment letter soon.” = expectation and interested expressions. The seller is interested and hoped to the buyer to become a business partner by expectation that the seller reply this letter soon.

Ordering Email source:

- “Atas perhatian dan kerja samanya kami ucapkan terima kasih” = thanking expressions. The seller shows their appreciation toward the buyer in hope their business will go on well.

Both expression show the similarity in terms of agreeing the proposed terms and requirements of the order. In the other side, their differences lie in the fact that the expression in reply in ordering letter source is received from the seller and that they are interested and hope that the first cutomer becomes business partner, whereas in reply in ordering email source, it is received from the seller showing

their appreciation toward the buyer in hope their business will go on well. These expressions are intended to provide the buyer with pleasant feeling so that they may provide the seller with prompt feedback and keep the business coorperating and keep their business.

6 CHAPTER II

THE GENERAL DESCRIPTION OF CKLIK INTERNET

2.1 Description of CKLIK Internet

CKLIK Internet started to operate on 6 November 2011. CKLIK Internet is a new cafe net in the Gunung Batu area, which addressed at Jl. Gunung Batu, Rancabali No. 175, Cimahi Utara. CKLIK Internet cafe opens 24 hours for a day.

There are some divisions in CKLIK Internet cafe. First, marketing division that has designer and promotion staffs who are assigned to persuade the customers or clients to visit and play in CKLIK internet café. Second, customer service division who is only assigned by the operator. The operator itself is responsible to manage billing. Here, the writer as the operator was assigned to respond the order email. And the last, the managerial division who is the owner. The owner responsible to pay the employee and develop the company.

In developing the company, the owner of CKLIK Internet cafe takes the offers service from Multilink, such as delivery of goods, food, soft drinks, voucher, and others service such as maintenance, the repair service, and other needs of the CKLIK Internet café.

2.2 Job Position and Coordination

2.2.1 Job Position

During the job training, the position of the writer in CKLIK Internet Cafe was as an Operator. The jobs that were given to the writer were management of billing, checking the business email, forwarding the order email, updating patch of some games and sometimes helping to clean our work place.

2.3.1 Coordination

During job training process, the writer coordinated with some staffs of CKLIK Internet Cafe as in the following:

1. Mr. Fajar Tejasetiadi, S.Si., Apt ( The Head of CKLIK Internet Cafe) Responsibility : Handling employee affairs such as training and

recruitment, financial term, attendance, employee placement and performance.

2. Mr. Agus (The Assistant of CKLIK Internet Cafe)

Responsibility : Handling the trouble-shooting on all PC (Technical) and controlled the condition of work place.

3. Asep Jaelani (2nd Operator)

Responsibilty : Handling the night shift and changes other operator position if couldn’t attend to work.

3.2 Responsibilities

When the writer did the job training in CKLIK Internet cafe, the writer worked under the supervision of Mr. Fajar Tejasetiadi as the owner of CKLIK Internet cafe. The writer was positioned as an operator who was responsible for managing the bills.

Additionally, the writer was also responsible for managing the bills, to update all the games every week, and tried to solve the complain of the customers. Off all the responsibility, the writer was responsible for responding the mail about ordering goods via online, which has correlation with this report. The writer found about the expression language used in the writing of the orders. Thus, the writer tried to analyze and explain the data of the report and analyzed it.

1 1.1 Background to the Topic

Job training is one of the subjects in the 7th semester in English Department of Indonesia University of Computer. The students have to fulfill this subject by working on the company or creating the entrepreneurship business. The writer then decided to work on the company for his job training. The writer has worked as an operator in CKLIK Internet Cafe located at Jl. Gunung Batu, Rancabali No. 175, North Cimahi. As the operator, the writer was assigned to manage the billing, update patches every game, and check business email. The later brought new knowledge and learning for the writer since the email forms seem to be different slightly from the letter forms in terms of the language used, the expression.

The interesting points in this business email lie in the usage of the language expressions for the opening paragraph, content paragraph, and closing paragraph. The expressions such as apologizing, satisfactory, thanking, interested, expectation, request, appreciated and complaining expressions challenged the writer to describe the reason of the usage for particular customers in comparison with the email and letter forms. This idea seems to be simple, yet it is important for the continuation of the business in the way they serve particular customers. In addition to that, the writer is also interested in figuring out the significant of both

forms so that the established expressions serve their best to fit the customer and employer needs to continue their business.

By looking at those reasons, this report is more focus on the usage of the language expression on ordering email and letter, as well as comparing both similarities and differences in them, and what factors of establishment in email form that has relationship with the letter form in a business letter.

1.2 Scope

In general, this paper explains the use of ordering email in CKLIK Internet Cafe. However, to specify the topic, this report attempts to find, to analyze, and to compare the language expression the ordering email and orderng letter, such as on opening paragraph, content paragraph, and closing paragraph. The expressions comprise apologizing, satisfactory, thanking, interested, expectation, appreciated, request and complaining expressions on ordering email and ordering letter. Additionally, the writer tries to find the significant point between both of the ordering.

1.3 Objectives

Other than to fulfill the course requirement, this report is also meant to:

1. Explain the use of the language expressed in ordering email in CKLIK Internet cafe for old and new customers

2. Compare the ordering letter and ordering email in CKLIK Internet Cafe. 3. Find the intention of the expression.

1.4 Significant to Knowledge

This report is expected to give explanation about the intention expressed in ordering email and ordering letter by comparing the usage of language expression for the old and new customers, based on the writer’s experience when he did job training in CKLIK Internet cafe.

1.5 The Framework of the Theory

In general, the ordering letter is usually written on a letter, post card, and formal order form. Order form comprises quantity, quality, prices, time of delivery, requirement and payment of delivery. The disadvantage of ordering letter is that it seems to waste the time in its delivaration and involve many parties such as the buyer and the seller itself, post office, and banking. But now, the order form can be made on email by sending it through internet media. Though they have different forms, their contents are the same, they include opening, contents,

and closing. The interesting case occurs in their language experession and the intention of the expressions.

Looking at the above description, it is clear that both formats have similarity on the usage of the language expression on each paragraph for opening paragraph, content paragraph, and closing paragraph. Therefore, the writer tries to find the significant point (intentions) of both ordering by comparing the usage of the language expression such as apologizing, satisfactory, thanking, interested, expectation, appreciated, request and complaining expressions in ordering email for old and new customers in CKLIK Internet cafe.

Looking at the importance, the usage of the language expression is important for the continuation of the business in the way they serve particular customers.

1.6 Method

The method used in this paper is descriptive method. Hartoto (2009) states that “Metode penelitian deskriptif merupakan metode penelitian yang berusaha menggambarkan dan menginterpretasikan objek sesuai dengan apa adanya”.

Based on that, the writer tries to explain the expression by comparing the usage of the language expression between ordering email and ordering letter, such as on opening paragraph, content paragraph, and closing paragraph. The expressions

comprise apologizing, satisfactory, thanking, interested, expectation, appreciated, request and complaining expressions.

1.7 Place and Time

The writer did the job training in CKLIK Internet Cafe at Jl. Gunung Batu, Rancabali No. 175, North Cimahi. The writer worked for about fifteen times meeting, started from 24 July to 6 September 2012. The writer started to work from 8.00 am to 5.00 pm from Tuesday to Thursday.

22

Suyarto – Hetty Rachdiana S., 1993, English Business Correspondence Second Edition, Bandung: Humaniora Utama Press (HUP), Anggota Ikapi

Sabin, W. (1995). The Gregg Reference Manual. (pp.298-348). NY, NY: McGraw-Hill

Brown, B. W., (2000). Letters, Memorandums, and Miscellaneous Documents. Successful Technical Writing. (pp. 243-372). Tinley Park, IL: Goodheart - Wilcox

vii CONTENTS

ABSTRACT iv

ABSTRAK _v

ACKNOWLEGDMENTS vi

CONTENTS vii

CHAPTER I : INTRODUCTION

1.1Background to the Topic 1

1.2Scope 2

1.3Objectives 3

1.4Significant to Knowledge 3

1.5The Framework of the Theory 3

1.6Research Method 4

1.7Place and Time 5

CHAPTER II : THE BUSINESS OF ORDERING BY MAIL

2.1 Description of CKLIK Internet 6

2.2 Job Position and Coordination 7

2.2.1 Job Position 7

2.3.1 Coordination 7

viii

CHAPTER III: THE DESCRIPTION OF THE TOPIC

3.1. The Ordering Email in the CKLIK Internet Cafe 9

3.1.1. Explanation 9

3.2. Problems and Solutions 10

3.2.1. Problems 10

3.2.2. Analysis and Solution 11 CHAPTER IV: CONCLUSION AND SUGGESTION

4.1. Conclusion 19

4.2. Suggestions 20

REFERENCES 21

APPENDICES 22

vi

However, this report would never be done without the support of many people. I want to special thank respectively to these following for the finish of this job training report:

Allah SWT, for blessing and mercy until now, who made all things possible and I do not forget to give greeting and congratulation to our prophet Muhammad Saw.

My beloved family, especially my lovely parents, thanks you for your love, care, and support. Endless love.

Our Dean of Faculty of Letters, Mr.Prof. Dr. H. Moh. Tadjudin, MA, for giving approval to me to perform this Job Traning.

Mr. Fajar Tejasetiadi, S.Si., Apt for giving a job to me to perform this Job Traning.

Dr. Juanda The head of English Department

Asih Prihandini, S.S., M.Hum The Coordinator of Job Training

Tatan Tawami, S.S., M.Hum, the writer’s advisor who helps and leads the writer to accomplish this report.

Secretariat of English Department Secretariat of Faculty of Letters

To all my best friends, thank you for encouraging me to not give up. Guys, I`m very happy for being you friends!

JOB TRAINING REPORT

Submitted to fulfill one of the course requirements

BAYU TRI AZIE 63708006

ENGLISH DEPARTMENT FACULTY OF LETTERS

INDONESIA UNIVERSITY OF COMPUTER BANDUNG

38

a. Name : Bayu Tri Azie

b. Address : Jl. Puri Cipageran Indah I Blok H-2 No.44 c. Place and Date of Birth : Bandung, 21 February 1990

d. Sex : Male

e. Religion : Islam

f. Phone : 0853-1574-2008

g. E-mail : bayu3azie@ymail.com

2. Educational Background 2.1Formal Education

No Year Institution

1 1996 - 2002 SDN Gunung Rahayu I 2 2002 - 2005 SLTPN 1 Bandung 3 2005 - 2008 SMA Puragabaya 4 2008 - Now English Department

Indonesia University of Computer

2.2Achievment

No Year Institution Certification

1 2008

Participant of Mentoring of English Conversation Club in English Department UNIKOM

Certified

2 2009 English Leadership Internal Training

of Education Certified

3 2009 Copywriting as a Creative Thinking Certified

5 2010 Copywriting and Consumer Behavior

Seminar Certified

6 2011 Building Confidence in Delivering

Public Speech Certified

7 2011 The Seminar and Workshop of

Semiotics in Literature and Media Certified 8 2011 Copywriting Linguistics on Media Certified

3. Competency

There are some competencies that the writer has. They are as follows: a. Good at English both oral and written.

b. Translation form English to Indonesia and the reverse.

c. Operating Computer (Ms.Office, Adobe Photoshop, Macromedia, and Internet)

4. Organization and Work Experiences

No Year Organization

1 2002 - 2005 Member of PMR SLTPN 1 Bandung

2 2006 - Now Member and coach of Seni Olah Pernafasan Tenaga Dalam Paramartha Puragabaya

3 2011 - 2012 Operation Machine in CKLIK Internet Cafe 4 2012 - Now Cosplayer Bandung of Shinsengumi

vi

ACKNOWLEDGEMENT

Alhamdulillahirobbilalamin.

However, this report would never be done without the support of many people. I want to special thank respectively to these following for the finish of this job training report:

Allah SWT, for blessing and mercy until now, who made all things possible and I do not forget to give greeting and congratulation to our prophet Muhammad Saw.

My beloved family, especially my lovely parents, thanks you for your love, care, and support. Endless love.

Our Dean of Faculty of Letters, Mr.Prof. Dr. H. Moh. Tadjudin, MA, for giving approval to me to perform this Job Traning.

Mr. Fajar Tejasetiadi, S.Si., Apt for giving a job to me to perform this Job Traning.

Dr. Juanda The head of English Department

Asih Prihandini, S.S., M.Hum The Coordinator of Job Training

Tatan Tawami, S.S., M.Hum, the writer’s advisor who helps and leads the writer to accomplish this report.

Secretariat of English Department Secretariat of Faculty of Letters

To all my best friends, thank you for encouraging me to not give up. Guys, I`m very happy for being you friends!

LANGUAGE EXPRESSIONS USED IN ORDERING EMAIL AND ORDERING LETTER

IN THE CKLIK INTERNET CAFE

JOB TRAINING REPORT

Submitted to fulfill one of the course requirements

BAYU TRI AZIE 63708006

ENGLISH DEPARTMENT FACULTY OF LETTERS

INDONESIA UNIVERSITY OF COMPUTER BANDUNG

38

CURRICULUM VITAE

1. Student’s Profile

a. Name : Bayu Tri Azie

b. Address : Jl. Puri Cipageran Indah I Blok H-2 No.44 c. Place and Date of Birth : Bandung, 21 February 1990

d. Sex : Male

e. Religion : Islam

f. Phone : 0853-1574-2008

g. E-mail : bayu3azie@ymail.com

2. Educational Background 2.1Formal Education

No Year Institution

1 1996 - 2002 SDN Gunung Rahayu I 2 2002 - 2005 SLTPN 1 Bandung 3 2005 - 2008 SMA Puragabaya 4 2008 - Now English Department

Indonesia University of Computer

2.2Achievment

No Year Institution Certification

1 2008

Participant of Mentoring of English Conversation Club in English Department UNIKOM

Certified

2 2009 English Leadership Internal Training

of Education Certified

3 2009 Copywriting as a Creative Thinking Certified

39

5 2010 Copywriting and Consumer Behavior

Seminar Certified

6 2011 Building Confidence in Delivering

Public Speech Certified

7 2011 The Seminar and Workshop of

Semiotics in Literature and Media Certified 8 2011 Copywriting Linguistics on Media Certified

3. Competency

There are some competencies that the writer has. They are as follows: a. Good at English both oral and written.

b. Translation form English to Indonesia and the reverse.

c. Operating Computer (Ms.Office, Adobe Photoshop, Macromedia, and Internet)

4. Organization and Work Experiences

No Year Organization

1 2002 - 2005 Member of PMR SLTPN 1 Bandung

2 2006 - Now Member and coach of Seni Olah Pernafasan Tenaga Dalam Paramartha Puragabaya

3 2011 - 2012 Operation Machine in CKLIK Internet Cafe 4 2012 - Now Cosplayer Bandung of Shinsengumi