THE PROCEDURE OF OUTGOING LETTERS AT REGIONAL INVESTMENT COORDINATION BOARD - UDiNus Repository
CHAPTER I
INTRODUCTION
1.1
Reason for Choosing the Title
Basically, people need communication to socialize and so do
organizations. By doing good communication, organization can develop
well. It is believedthat, one organizationwithout good communicationwill
not developbut it will decline.
Communication plays an important role in the organization
development.Communication can be done in two ways, oral and written
communication. Each of them has advantagesand disadvantages.The
advantageof having oral communication is that we can directly meet the
interlocutor while the disadvantageis that we will waste our time, because
at the very first meeting we need to discuss about something else before
rve get into the point. Besidesthat as imperfect peop,le,sornetimgswe make
mistakes,so the purposewill not be reachedsmoothly (Suhada,1986 : l).
The advantageof written communication is that we will easy to
expressor achieveour purpose.Besidesthat, we can also saveour time and
money. The disadvantageof written communication is that we do not
know hoe the readersreactwhen they read the letter (F inoza, 2002 : 3)
Letter is one of communicationforms in written commLrnication
and it has advantagewhich can
achieve our purpose. It also completes
u'ith legal signature,so that if there is a problem, the letter can be used as
'\"
-\
2
becausethis letter has been legalized by the authorized person.
also has disadvantage,namely we do not directly seethe interlocutor,
that we do not know how the readers react when the read the letter
2002:3)
Giving the number or letter classificationis one of exactways in
It means that if those files are neededagain anytime,they can be
easily.
Many organizationsuse letter service for their daily activity to
icate with other organization or personally. By letter we can
clarify, and tell something or ideas to other people that stay far
and can be related with the sources (Suhada, 1986:
l).
ndenceis a part that can not separatedfrom the world of business.
Organization can develop
because of the wide relation of
(Bratawijaya,1992: 3).
througheffectivecorrespondence
"
i
-.::i
.t'
RegionalInvestmentCoordinationBoard is an institutein which its
assistthe governorin the field of capital cultivation.In its daily
, RegionalInvestmentCoordinationBoard usesletter serviceto
icate with other organization.There are two types of letter in
Investment Coordination Board, incoming and outgoing letter.
ing letter is letter which is received by organization and outgoing
is letter which is made by organization and sent to other organization.
.t
J
rjj
\
Basedon the reasonabove,the writer is interestedin choosingthe
title "The Procedure of Outgoing Letters at Regional Investment
CoordinationBoard".
S0atementof the Problem
The problemis statedas follows:
What is the procedureof outgoinglettersin RegionalInvestment
CoordinationBoard?
Objective of the Study
The objectiveof this paperis to describethe procedureof outgoing
lettersin RegionalInvestmentCoordinationBoard.
llignificanceof the Study
The resultof this studyis hopedcanbe usefulfor :
l.
The writer
To improvethe knowledge,especiallyon the procedureof outgoing
letters.
2.
The reader
To be an additionalreference,especiallyfor thosewho want to study
aboutthis problemfurther.
4
\
3.
The university
To add referencesthat might be usefulfor the centrallibraryof Dian
NuswantoroUniversity.
Implementationof the Study
The studywas held for threeweeks(from February1 to 28, 2005),
while the writer activities did during the studywere :
DATE
No
I
Februaryl, 2005
ACTIVITIES
The writer went to Regional Investment
Coordination Board to meet Mr. Hadi
Purnomo, the Head of
Administration
Department.
2
2,2005
February
The writer gavethe clearance,purposeorally
and also the reasol yhy
choose
_lbeWtlter
Regional InvestmentCoordinationBoard as
the objectof the study.
3
3, 2005
February
The writer intervlewedMrs, Giyanti the staff
at Administration Department of Regional
InvestmentCoordinationBoard.
4
5
February4-ll,
The writer copied,wrote and typed lettersin
2005
agenda(incomingandoutgoing).
14,2005 The writer interviewedMr. Hendri the staff
February
'*:
at Promotion Department
of Regional
InvestmentCoordinationBoard.
6
February
15-28,
2005
The writer openedinternetand readmessage
from investor.
Table l. Implementation
of the Study
Method of Data Collection
To write this paper,the writer usedseveraldata.while the method
us€din collectingthereare as follows :
l.
Observation
Nazir (1988 : 212) statesthat Observationis 'hethod of data
collection by using our eyeswithout standardtools". By using this
method the writer observeddirectly the personaldepartmentand
operationaldepartmentand alsothe facilitiesin RegionalInvestment
Coordination
Board.
2.
Interview
Nazir ( 1988: 235) statesthat
" -':-i'"
Interviewis "process interaction
between interviewer and respondent".By using this method, the
writer interviewedthe staff at Regional InvestmentCoordination
Board aboutthe procedureof outgoingleffers.
3.
Library Research
Nazir (1983:3)
statesthat Library Researchis "metode
pengumpulandata denganmenggunakanbuku-buku literature yang
berhubungandengan penelitian. (Library Researchis a method of
6
_ _T1+- --:
collectiondataby using literaturebooksusedin the research).In this
method the writer read the booksrelatedtp the problem.
Paper Organization
'l'he
of this paperis :
organization
ChapterI
: Introduction.This chapterconsistsof reasonfor
choosing the title, statementof the problem, objective of the study,
significanceof the study, implementationof the study, method of data
collection,andpaperorganization.
ChapterII
:
Literature review. This chapter consists of
letters,functionof letter,typeof letter,andprocedureof outgoingletter.
ChapterIII
: Procedure of outgoing letters at Regional
InvestmentCoordinationBoard. The chapter consistsof
history of
Regional InvestmentCoordinationBoard, joh descriptionor Regional
letters at
Investment Coordination Board, and procedure ',o{,,"oU1eoittq
RegionalInvestmentCoordinationBoard.
ChapterIV
: Conclusionandsuggestion.
INTRODUCTION
1.1
Reason for Choosing the Title
Basically, people need communication to socialize and so do
organizations. By doing good communication, organization can develop
well. It is believedthat, one organizationwithout good communicationwill
not developbut it will decline.
Communication plays an important role in the organization
development.Communication can be done in two ways, oral and written
communication. Each of them has advantagesand disadvantages.The
advantageof having oral communication is that we can directly meet the
interlocutor while the disadvantageis that we will waste our time, because
at the very first meeting we need to discuss about something else before
rve get into the point. Besidesthat as imperfect peop,le,sornetimgswe make
mistakes,so the purposewill not be reachedsmoothly (Suhada,1986 : l).
The advantageof written communication is that we will easy to
expressor achieveour purpose.Besidesthat, we can also saveour time and
money. The disadvantageof written communication is that we do not
know hoe the readersreactwhen they read the letter (F inoza, 2002 : 3)
Letter is one of communicationforms in written commLrnication
and it has advantagewhich can
achieve our purpose. It also completes
u'ith legal signature,so that if there is a problem, the letter can be used as
'\"
-\
2
becausethis letter has been legalized by the authorized person.
also has disadvantage,namely we do not directly seethe interlocutor,
that we do not know how the readers react when the read the letter
2002:3)
Giving the number or letter classificationis one of exactways in
It means that if those files are neededagain anytime,they can be
easily.
Many organizationsuse letter service for their daily activity to
icate with other organization or personally. By letter we can
clarify, and tell something or ideas to other people that stay far
and can be related with the sources (Suhada, 1986:
l).
ndenceis a part that can not separatedfrom the world of business.
Organization can develop
because of the wide relation of
(Bratawijaya,1992: 3).
througheffectivecorrespondence
"
i
-.::i
.t'
RegionalInvestmentCoordinationBoard is an institutein which its
assistthe governorin the field of capital cultivation.In its daily
, RegionalInvestmentCoordinationBoard usesletter serviceto
icate with other organization.There are two types of letter in
Investment Coordination Board, incoming and outgoing letter.
ing letter is letter which is received by organization and outgoing
is letter which is made by organization and sent to other organization.
.t
J
rjj
\
Basedon the reasonabove,the writer is interestedin choosingthe
title "The Procedure of Outgoing Letters at Regional Investment
CoordinationBoard".
S0atementof the Problem
The problemis statedas follows:
What is the procedureof outgoinglettersin RegionalInvestment
CoordinationBoard?
Objective of the Study
The objectiveof this paperis to describethe procedureof outgoing
lettersin RegionalInvestmentCoordinationBoard.
llignificanceof the Study
The resultof this studyis hopedcanbe usefulfor :
l.
The writer
To improvethe knowledge,especiallyon the procedureof outgoing
letters.
2.
The reader
To be an additionalreference,especiallyfor thosewho want to study
aboutthis problemfurther.
4
\
3.
The university
To add referencesthat might be usefulfor the centrallibraryof Dian
NuswantoroUniversity.
Implementationof the Study
The studywas held for threeweeks(from February1 to 28, 2005),
while the writer activities did during the studywere :
DATE
No
I
Februaryl, 2005
ACTIVITIES
The writer went to Regional Investment
Coordination Board to meet Mr. Hadi
Purnomo, the Head of
Administration
Department.
2
2,2005
February
The writer gavethe clearance,purposeorally
and also the reasol yhy
choose
_lbeWtlter
Regional InvestmentCoordinationBoard as
the objectof the study.
3
3, 2005
February
The writer intervlewedMrs, Giyanti the staff
at Administration Department of Regional
InvestmentCoordinationBoard.
4
5
February4-ll,
The writer copied,wrote and typed lettersin
2005
agenda(incomingandoutgoing).
14,2005 The writer interviewedMr. Hendri the staff
February
'*:
at Promotion Department
of Regional
InvestmentCoordinationBoard.
6
February
15-28,
2005
The writer openedinternetand readmessage
from investor.
Table l. Implementation
of the Study
Method of Data Collection
To write this paper,the writer usedseveraldata.while the method
us€din collectingthereare as follows :
l.
Observation
Nazir (1988 : 212) statesthat Observationis 'hethod of data
collection by using our eyeswithout standardtools". By using this
method the writer observeddirectly the personaldepartmentand
operationaldepartmentand alsothe facilitiesin RegionalInvestment
Coordination
Board.
2.
Interview
Nazir ( 1988: 235) statesthat
" -':-i'"
Interviewis "process interaction
between interviewer and respondent".By using this method, the
writer interviewedthe staff at Regional InvestmentCoordination
Board aboutthe procedureof outgoingleffers.
3.
Library Research
Nazir (1983:3)
statesthat Library Researchis "metode
pengumpulandata denganmenggunakanbuku-buku literature yang
berhubungandengan penelitian. (Library Researchis a method of
6
_ _T1+- --:
collectiondataby using literaturebooksusedin the research).In this
method the writer read the booksrelatedtp the problem.
Paper Organization
'l'he
of this paperis :
organization
ChapterI
: Introduction.This chapterconsistsof reasonfor
choosing the title, statementof the problem, objective of the study,
significanceof the study, implementationof the study, method of data
collection,andpaperorganization.
ChapterII
:
Literature review. This chapter consists of
letters,functionof letter,typeof letter,andprocedureof outgoingletter.
ChapterIII
: Procedure of outgoing letters at Regional
InvestmentCoordinationBoard. The chapter consistsof
history of
Regional InvestmentCoordinationBoard, joh descriptionor Regional
letters at
Investment Coordination Board, and procedure ',o{,,"oU1eoittq
RegionalInvestmentCoordinationBoard.
ChapterIV
: Conclusionandsuggestion.