13 surat bisnis dalam bahasa inggris
Nama Kelompok :
Asti Elyadi
M. Rakhman Abdholi
Akhmad Ramadhan
Kartini KInasih .S
13 Business Letters
1. Sales Letters
Sales letters usually have a strong statement in the beginning to capture the interest of the reader.
They give details of the benefits and also provide contact details, which will ensure that the reader
acts upon. The purpose of the letter is getting the reader to act on details mentioned in the letter.
Example for Sales Letters
Home National Bank
902 Home Avenue
Portland, Oregon 97207
March 8, 2008
Mr. George W. Marlon
Boston Transit Authority
57 West City Avenue Boston, MA 02110
Subject: Magic Loans
Dear Mr. Marlon,
At this time, each year, everyone thoughts turn to vacation plans and home improvements. If you are
considering a major recreational purchase or home improvement this year, you may want to find out
about Magic Loans Home National Bank.
Magic Loans is loan that is made against equity that you have in your home. Magic Loans can be used to
buy the car or anything you have always wanted. They can also be used for conventional FHA home
improvement loans, such a private swimming pool. Of course, a Magic Loans does not have to be
used only for recreational items. You may want to use money that is now equity to pay for college
expenses for your children.
So if you have equity in your home and would like to talk with someone about the possibility of
borrowing against that equity, please complete the postage-paid replay card included with this letter.
Just drop it in the mail and a Home National Bank loan officer will call you to explain Magic
Loans possibilities as well as to answer any question you may have. Let us help make your dream
come true.
Sincerely,
John M. Peters
President
2. Order Letters
When orders for goods or services are placed to manufacturers, retailers, or wholesalers by
consumers or other businesses, they write order letters. This letter has all the details of the
products – name, model numbers, quantity and expected price. The payment of the delivery is
also sometimes included along with the letter.
Personal Purchase Order Sample
154 Green Avenue
Newyork, USA
January 5, 2010
Ms. K. Hutchinson
Beller Company, Inc.
424 Park Avenue
New York, New York 10021
Dear Ms. Hutchinson :
Thank you for sending your catalog so promptly. It arrived within a few days of my
request. Please send me the following items by parcel post :
1 copy Emmet and Mullen,
High School Algebra @ $7.50 $ 7.50
25 copies Pinehurst,
Plane Geometry @ $8.75 $ 218.75
Total $ 226.25
I am enclosing a money order for 226.25. If there are additional charges, please let me
know.
Please mail the books to the address given above.
Very truly yours,
Brandon Michael
(Adapted from Let’s Write English by George E. Wishon & Julia M. Burks)
Company Purchase Order Sample
Seven Siblings Limited
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134
July 9, 2013
Purchase Order
Toko Englet
11 Main Street
San Fransisco, USA
ZIP CODE 91234
Attention : Miss Kim Jackson
Dear Miss Jackson :
Please accept this purchase order for the following :
No.
Product
1
Single Brush Polisher 4
Colombia 400
Extractor SX 144
4
2
Quantity
Unit Price
Total
$ 3,000
$ 12,000
$ 2,000
Total
$ 8,000
$ 20,000
We require shipment by August 17, 2013 to :
PT Pama
No. 1 Jl. Cileungsi,
Bogor, Indonesia
Post Code 40156
Please refer to this order as "purchase order # SS01234. Should you need more information, please
contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com.
Sincerely,
Dede Prana
Purchasing Manager
Purchase Order Template / Format
Company : ................................................................
Address
: ................................................................
................................................................
Phone
: ................................................................
Website : .................................................................
Email
PURCHASE ORDER
: .................................................................
Supplier
PO Date
Terms
Currency
Created by
: ..........................................................................................
: ..........................................................................................
: ..........................................................................................
: ..........................................................................................
: ..........................................................................................
No. Description
Quantity
Unit Price
Amount
Sub Total
Discount
Sub Total After
VAT IN
Total Order
Requested By
............................
Authorized
Signature
..........................
3. Complaint Letters
To get your complaint be satisfied, the words and tone used in the letter become the deciding
factor. It is important to be direct but tactful and using professional tone makes the company to
take notice.
Example complaint letter
56 Disgruntled Street
Somewhere Unhappy
1AM MAD
Customer Service Manager
That Awful Company
Somewhere Awful
UR BAD
June 15, 2008
Dear Sir/Madam,
I am writing today to complain of the poor service I received from your company on June 12, 2008. I was
visited by a representative of That Awful Company, Mr. Madman, at my home on that day.
Mr. Madman was one hour late for his appointment and offered nothing by way of apology when he
arrived at noon. Your representative did not remove his muddy shoes upon entering my house, and
consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present a range of products
to me that I had specifically told his assistant by telephone I was not interested in. I repeatedly tried to ask
your representative about the products that were of interest to me, but he refused to deal with my
questions. We ended our meeting after 25 minutes without either of us having accomplished anything.
I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to show
up. My impression of That Awful Company has been tarnished, and I am now concerned about how my
existing business is being managed by your firm. Furthermore, Mr. Madman's inability to remove his
muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional
carpet cleaner.
I trust this is not the way That Awful Company wishes to conduct business with valued customers—I
have been with you since the company was founded and have never encountered such treatment before. I
would welcome the opportunity to discuss matters further and to learn of how you propose to prevent a
similar situation from recurring. I look forward to hearing from you.
Yours faithfully,
V. Angry
4. Adjustment Letters
These are usually sent in response to complaint letters and if it is in favor of the customer, the
letter should include a forthright admission to that effect and extend a sincere apology. If not, the
tone of the letter should be factual and make the customer know that you understand the
complaint.
Example Adjustment Letters
Green Tree Freight Co., Inc.
Columbus, Ohio 45453
(315) 565-6789
March 29, 19XX
Complete Table, Inc.
P.O. Box 3132
Austin, TX 78703
Subj.: March 24 letter about damaged freight
Dear Mrs. Hughes:
I have just received your March 24 letter about the damaged
shipment you received through Green Tree Freight and regret
the inconvenience that it has caused you.
From your account of the problem, I am quite sure that your
request for the $240 adjustment on the damage to the 2
crates of Valjean Cristal stemware will be granted. A
certain amount of breakage of this sort does unavoidably
occur in cross-country shipping; I am sorry that it was
your company that had to be the one to suffer the delay.
I must remind you to keep the damaged crates in the same
condition in which you received them until one of our
representatives can inspect them. That inspection should
take place within 2 weeks.
If all is in order, as it sounds to be in your letter, you
can expect the full reimbursement within 2 weeks after our
representative's inspection. I hope this unfortunate
accident will keep you from having merchandise shipped by
Green Tree Freight in the future.
Sincerely,
David F. Morgan, Customer Relations
Green Tree Freight Co., Inc.
Columbus, Ohio 45453
(315) 565-6789
5. Inquiry Letters
Inquiry letters are meant just to do what its name suggest – get information from the recipient of
the letter by asking question. The letter needs to be clear regarding the information required and
should list down all the queries. The sender should provide his contact information so that the
reader can respond easily.
Example Inquiry Letters
Street Address
City, State Zip Code
Phone Number
Date
Individual's Name
Job Title
Name of Organization
Street Address
City, State Zip Code
Dear Mr./Ms. ________________________________:
Perhaps you are seeking an addition to your marketing team. A new person can provide innovative
approaches to the challenges of marketing. I am an innovator of new ideas, an excellent communicator
with buyers, and have a demonstrated history of marketing success.
Presently, I am marketing computer products for a major supplier using television, radio and news
advertising. I have a reputation for putting forth the effort required to make a project succeed.
Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for
excellence. I would like to use my talents to market your quality line of technical products. I will call you
to further discuss my talents and how I can benefit your company. If you prefer, you may reach me in the
evenings at (555) 555-5555.
Thank you for your time. I look forward to meeting you.
Sincerely,
6. Follow-Up Letters
These types of letters are usually sent after there has been some initial communication. These
letters are generally a combination of thank-you note and a sales letter. It could be the sales
department thanking the customer, a businessman's follow-up action after a meeting, a job-seeker
asking for the status of the application, etc.
Example for Follow-Up Letters
Ms. Barbara Cortes
ABC Corporation
876 Lakeland Street
Hauppauge, NY 11787
Dear Ms. Cortes:
Thank you for taking the time to meet with me regarding the paralegal position at Collado, Collado, &
Fiore, LLC. After meeting with you and discussing the set requirements, I noted several similarities
between your requirements and my past experience.
From our discussion, it seems you are seeking a paralegal that has experience in supporting trial
proceedings by organizing evidence for case review; preparing exhibits; maintaining relationships with
experts; and scheduling witnesses and ensuring they are present and ready when needed. In my current
position with Allen & Associates, I am required to perform all those responsibilities in addition to
juggling and managing numerous legal tasks.
Be assured that I can be counted on to get the job done under demanding schedules, and I would enjoy the
opportunity to do the same for your organization. What you will expect and get from me as a member of
your team is dedication, enthusiasm, and professionalism.
Again, thank you for taking the time to meet with me. I remain interested in participating in the next
round of interviews. Thank you for your consideration.
Sincerely,
Michele Martinez
7. Recommendation Letters
When someone is applying for a job, the prospective employers usually ask for letter of
recommendation from previous employer or teachers. These types of letters describe the
relationship with the job seeker and their opinion as well.
Example for Recommendation Letters
[Date]
Re: Recommendation for Sharon Westman
Dear Hiring Manager:
I was initially impressed with Sharon Westman's enthusiasm, communication skills and professional
demeanor when I hired her four years ago as a customer service rep within JRW Inc.'s call center. During
the two years Sharon reported to me (I have since moved on to a different department), she consistently
demonstrated all of these qualities and more, and I heartily endorse her for any customer service position.
Sharon is reliable, dedicated and eternally upbeat. Her ability to calm angry or frustrated customers is
unparalleled, and it is because of her excellence in this area that I repeatedly asked her to mentor new
employees in the call center. Sharon multitasks effectively and is able to handle a high-volume workload.
She consistently met or surpassed all weekly call center metrics (including customer satisfaction, call
volume and response time), and her daily written reports were accurate and thorough.
Of particular value to me as a former call center manager was Sharon's team player mind-set, enthusiastic
embrace of change, ability to work with minimal supervision and unwavering commitment to exceeding
customer expectations. I regularly received unsolicited praise from customers commending Sharon's
outstanding level of service, professionalism and follow-through.
Organized and diligent, Sharon quickly learned technology systems and software that were unfamiliar to
her when she first started with JRW, and she also attended optional professional-development seminars
offered through the company. She is pursuing an associate's degree in business through evening classes at
ABC Community College.
Sharon is a hardworking, top-performing customer service professional. She has my highest
recommendation, and I am happy to furnish more details if you would like additional information.
Sincerely,
Carla Pederson
Field Service Manager (former Call Center Manager)
JRW Inc.
(555) 555-5555
8. Acknowledgment Letters
As the name suggests, acknowledgement letters are to communicate the receipt of a prior
communication or something else. The letter, however, does not confirm whether any
action has been taken or not.
Example for Acknowledgment Letters
June 12, 2014
John Q. Smith Memorial Scholarship
Dear Scholarship Donor:
I
would
like
to
take
this
opportunity
to
thank
you for
your
generosity in funding
the John Q. Smith Memorial Scholarship. I am very honored to be the recipient of this award.
I am currently a sophomore majoring in Education, and my GPA is 3.83. I have completed 37 credit hours
by taking classes as a part-time student for the last three years. My goal is to complete my degree here at
the University of Michigan-Flint and then teach high school French and English in the southeastern part
of Michigan.
While attending school I have been involved with the Future Teachers of America and Lambda Lambda
service organization. We provide tutoring and mentoring on a weekly basis to two elementary schools
located near the university campus. I have also helped organize three campus blood drives and winter coat
collection.
Receiving this scholarship motivates me to maintain my GPA and complete my degree. I look forward to
being able to give back to the community once I begin my career teaching. I thank you for your
confidence and willingness to help me achieve my goals.
Sincerely,
Betty Ann Student
9. Resignation Letters
When an employee is planning to leave the current job, the letter sent to the direct manager
informing about the decision is called resignation letter. It gives notice and sometimes the reason
for leaving is also mentioned.
Example for Resignation Letters
Roberta Jones
18 Hillside Road | Sometown, MA 55555 | Phone: 555-555-5555 | jones@somedomain.com
[Date]
Ms. Joyce Michaels
CEO
ABC Company
15 Main St.
Sometown, MA 55555
Dear Joyce,
Please accept this letter as notice of my resignation from my position as staff accountant. My last day of
employment will be June 22, 2012. I received an offer to serve as senior accountant of a Fortune 500
company, and after careful consideration, I realize that this opportunity is too exciting for me to decline.
It has been a pleasure working with you and your team over the last three years. One of the highlights of
my career was collaborating with you to automate ABC Company’s accounting, financial and balance
systems and setting up your accounting infrastructure. Your company is poised for continued growth and
I wish you much success with your upcoming acquisition of XYZ Company. I would like to help with the
transition of my accounting duties so that systems continue to function smoothly after my departure. I am
available to help recruit and train my replacement, and I will make certain that all reporting and records
are updated before my last day of work. Joyce, thank you again for the opportunity to work for ABC
Company. I wish you and your staff all the best and I look forward to staying in touch with you. You can
email me anytime at jones@somedomain.com or call me at 555-555-5555.
Sincerely,
Roberta Jones
10. Application and Cover Letters
The application or cover letter is very important, as the employer will decide based on the
contents of the letter whether you should be given a chance to appear for a personal interview.
You can choose to send a cover letter with your resume or send in an application letter giving
detailed description as to why you would be suitable candidate for the job.
It is important to mention details of previous experience, skill sets and any other information
which would be required for achieving your goal.
Cover letters are brief and concise as compared to application letters. Cover letter should
highlight the resume being sent along and should focus on the person who is going to receive the
letter.
Three Example for Application and Cover Letters
Cover letters are the first chance you have to impress an employer – they're not just a protective jacket for
your CV. Here's our guide on what to include and how to format them
The first thing a potential employer sees in your job application is the cover letter. This doesn't just
support your CV – it's an opportunity for you to stand out from the crowd and persuade the recruiter to
put you through to the next round.
Be wary of spending hours on perfecting your CV at the expense of your cover letter. If you need some
inspiration on what to include and what format to use, here are our helpful guides – just remember not to
copy them as exact templates.
1. Standard, conservative style
This is ideal for sectors such as business, law, accountancy and retail. For more creative sectors, a letter
like this might be less appealing, and could work against you.
Dear Mr Black,
Please find enclosed my CV in application for the post advertised in the Guardian on 30 November.
The nature of my degree course has prepared me for this position. It involved a great deal of independent
research, requiring initiative, self-motivation and a wide range of skills. For one course, [insert course],
an understanding of the [insert sector] industry was essential. I found this subject very stimulating.
I am a fast and accurate writer, with a keen eye for detail and I should be very grateful for the
opportunity to progress to market reporting. I am able to take on the responsibility of this position
immediately, and have the enthusiasm and determination to ensure that I make a success of it.
Thank you for taking the time to consider this application and I look forward to hearing from you in the
near future.
Yours sincerely
2. Standard speculative letter
This may vary according to the nature of the organisation and the industry you're applying to.
Dear Mr Brown,
I am writing to enquire if you have any vacancies in your company. I enclose my CV for your
information.
As you can see, I have had extensive vacation work experience in office environments, the retail sector
and service industries, giving me varied skills and the ability to work with many different types of people.
I believe I could fit easily into your team.
I am a conscientious person who works hard and pays attention to detail. I'm flexible, quick to pick up
new skills and eager to learn from others. I also have lots of ideas and enthusiasm. I'm keen to work for a
company with a great reputation and high profile like [insert company name].
I have excellent references and would be delighted to discuss any possible vacancy with you at your
convenience. In case you do not have any suitable openings at the moment, I would be grateful if you
would keep my CV on file for any future possibilities.
Yours sincerely
3. Letter for creative jobs
We've used the example of a copywriter but you can adapt it for your profession. The aim of a creative
letter is to be original and show you have imagination, but understand what the job entails. Balance is
essential: don't be too wacky, or it will turn off the reader.
Dear Ms Green,
· Confused by commas?
· Puzzled by parenthesis?
· Stumped by spelling?
· Perturbed by punctuation?
· Annoyed at the apostrophe? (And alliteration?)
Well, you're not alone. It seems that fewer and fewer people can write. Unfortunately, there are still a lot
of people who can read. So they'll spot a gaffe from a mile off. And that means it's a false economy,
unless you're 100% sure of yourself, to write your own materials. (Or to let clients do it for themselves.)
To have materials properly copywritten is, when one considers the whole process of publishing materials
and the impact that the client wishes to make, a minor expense. Sloppiness loses clients, loses customers.
There is an answer. Me. Firm quotes are free. You can see some of what I do on my multilingual website
at [insert web address]. If you'd like, I can get some samples out to you within 24 hours. And, if you use
me, you'll have some sort of guarantee that you can sleep soundly as those tens of thousands of copies are
rolling off the presses.
Luck shouldn't come into it!
With kindest regards
11. Request Letters
In various business set-ups, lots of things need help from other parties or groups, namely – services,
materials, assistance, etc. In this case a letter of request is sent to specify the exact requirements from
the other party. When lot of information is required, bullet points can be used to make it easy to
understand and refer as well. The list has to be very specific and it is always good to ask for a time
frame to receive the reply or requested material.
Example Request Letter
SUMMARY: This sample letter is written to request a re-scheduling of an appointment due to some
unforeseen and unavoidable circumstance on the interview candidate. The candidate explains his reason
for the request with precise information for the recipient’s consideration to allow the request.
Rupert H. Dam
Manager, HR Department
Fine Prospects Pvt Ltd
6670 Holsted
April 20th 2010
Dear Mr. Dam
I am writing to request a re-scheduling of my interview appointment with your esteemed company which
was scheduled on May 19th 2010 at 5pm. I was called for an interview with Fine Prospects Pvt Ltd for the
post of Assistant Coordinator for Sales and Services Department.
I am unable to make it for the said interview as there is a recent bereavement in my family which requires
my full attention and presence outside the country at the moment. I will be back by May 22 nd 2010 for a
rescheduled interview.
I believe that my relevant qualifications and 5 years of marketing experience make me a relevant
candidate for the mentioned post. My records with previous employments have been impeccable as to
attitude and performance.
I appeal to your kind consideration on my request. I can be contacted at joeg@yahoo.com for any
clarification.
I await your kind response.
Thank you.
With best regards,
Joe Garner
Skibbroen 64
3950 Aasiaat
12. Appreciation Letters
When someone’s work needs to be appreciated, an appreciation letter is written. Usually seniors
write the letter to appreciate the work done by juniors. An organization can also send an
appreciation letter to other organization or clients for the work done or for doing good business
with them.
Example Letter of Appreciation
Company Logo Letterhead
Date
Recipient's Name
Your Street Address
City, State, Zip
Mr./Ms. Last Name:
I am writing to let you know how much I appreciate the outstanding customer service that your staff
provided last week. I visited your store to purchase furniture for my new office. Your staff was very
attentive and helpful. The employees I interacted with, especially Steve Smith and Michelle Howell, were
very knowledgeable about your store's product line and seemed genuinely interested in helping me find
items that met my needs rather than just being focused on making a quick sale.
Because of their efforts, I was able to find exactly what I needed and I am very satisfied with my
purchase. I will continue to visit your store in the future, as well as recommend it to others. Please let
Steve and Michelle, as well as the other employees in the office furniture department, know that their
efforts did not go unnoticed. You have put together a great team that makes customers feel respected and
valued.
I look forward to working with your team again in the future.
Regards,
Your Name Here, Office Manager
13. Apology Letters
Among all types of letters, apology letters are a humble way for asking forgiveness for your
mistake and also stating how you plan to rectify the same. Usually, the apology letter is written to
someone towards whom the wrongdoing has been done. This letter should have a soft and sincere
tone, and should be written soon after the error has happened. This will ensure that you save and
maintain the relationship with the person at a personal and professional level. An apology letter
written long after the mistake has been done will not have much credibility.
Example Apology Latters
Addresser Name
Addresser Address
Addressee Name
Addressee Address
Dear ___________,
It is with great concern and regret we received your (letter, e-mail, phone call, etc.) outlining the
problem you had with our service. (LIST THE PROBLEM AND DATE IT OCCURRED).
First and foremost, on behalf of (the company/person who made the mistake), I would like to
personally apologize for your inconvenience. We accept full responsibility for the mistake and I assure
you we are taking the necessary steps to prevent it from happening in the future. Thank you for bringing
this matter to our attention.
We value our customers and ask you to please feel free to continue to provide feedback about our
services. If you have any further questions or would like to discuss this matter further, please feel free to
contact me at my personal number (provide number). We look forward to continuing serving you as a
valued customer.
Thank you for your invaluable support,
Addressee name and signature
Asti Elyadi
M. Rakhman Abdholi
Akhmad Ramadhan
Kartini KInasih .S
13 Business Letters
1. Sales Letters
Sales letters usually have a strong statement in the beginning to capture the interest of the reader.
They give details of the benefits and also provide contact details, which will ensure that the reader
acts upon. The purpose of the letter is getting the reader to act on details mentioned in the letter.
Example for Sales Letters
Home National Bank
902 Home Avenue
Portland, Oregon 97207
March 8, 2008
Mr. George W. Marlon
Boston Transit Authority
57 West City Avenue Boston, MA 02110
Subject: Magic Loans
Dear Mr. Marlon,
At this time, each year, everyone thoughts turn to vacation plans and home improvements. If you are
considering a major recreational purchase or home improvement this year, you may want to find out
about Magic Loans Home National Bank.
Magic Loans is loan that is made against equity that you have in your home. Magic Loans can be used to
buy the car or anything you have always wanted. They can also be used for conventional FHA home
improvement loans, such a private swimming pool. Of course, a Magic Loans does not have to be
used only for recreational items. You may want to use money that is now equity to pay for college
expenses for your children.
So if you have equity in your home and would like to talk with someone about the possibility of
borrowing against that equity, please complete the postage-paid replay card included with this letter.
Just drop it in the mail and a Home National Bank loan officer will call you to explain Magic
Loans possibilities as well as to answer any question you may have. Let us help make your dream
come true.
Sincerely,
John M. Peters
President
2. Order Letters
When orders for goods or services are placed to manufacturers, retailers, or wholesalers by
consumers or other businesses, they write order letters. This letter has all the details of the
products – name, model numbers, quantity and expected price. The payment of the delivery is
also sometimes included along with the letter.
Personal Purchase Order Sample
154 Green Avenue
Newyork, USA
January 5, 2010
Ms. K. Hutchinson
Beller Company, Inc.
424 Park Avenue
New York, New York 10021
Dear Ms. Hutchinson :
Thank you for sending your catalog so promptly. It arrived within a few days of my
request. Please send me the following items by parcel post :
1 copy Emmet and Mullen,
High School Algebra @ $7.50 $ 7.50
25 copies Pinehurst,
Plane Geometry @ $8.75 $ 218.75
Total $ 226.25
I am enclosing a money order for 226.25. If there are additional charges, please let me
know.
Please mail the books to the address given above.
Very truly yours,
Brandon Michael
(Adapted from Let’s Write English by George E. Wishon & Julia M. Burks)
Company Purchase Order Sample
Seven Siblings Limited
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134
July 9, 2013
Purchase Order
Toko Englet
11 Main Street
San Fransisco, USA
ZIP CODE 91234
Attention : Miss Kim Jackson
Dear Miss Jackson :
Please accept this purchase order for the following :
No.
Product
1
Single Brush Polisher 4
Colombia 400
Extractor SX 144
4
2
Quantity
Unit Price
Total
$ 3,000
$ 12,000
$ 2,000
Total
$ 8,000
$ 20,000
We require shipment by August 17, 2013 to :
PT Pama
No. 1 Jl. Cileungsi,
Bogor, Indonesia
Post Code 40156
Please refer to this order as "purchase order # SS01234. Should you need more information, please
contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com.
Sincerely,
Dede Prana
Purchasing Manager
Purchase Order Template / Format
Company : ................................................................
Address
: ................................................................
................................................................
Phone
: ................................................................
Website : .................................................................
PURCHASE ORDER
: .................................................................
Supplier
PO Date
Terms
Currency
Created by
: ..........................................................................................
: ..........................................................................................
: ..........................................................................................
: ..........................................................................................
: ..........................................................................................
No. Description
Quantity
Unit Price
Amount
Sub Total
Discount
Sub Total After
VAT IN
Total Order
Requested By
............................
Authorized
Signature
..........................
3. Complaint Letters
To get your complaint be satisfied, the words and tone used in the letter become the deciding
factor. It is important to be direct but tactful and using professional tone makes the company to
take notice.
Example complaint letter
56 Disgruntled Street
Somewhere Unhappy
1AM MAD
Customer Service Manager
That Awful Company
Somewhere Awful
UR BAD
June 15, 2008
Dear Sir/Madam,
I am writing today to complain of the poor service I received from your company on June 12, 2008. I was
visited by a representative of That Awful Company, Mr. Madman, at my home on that day.
Mr. Madman was one hour late for his appointment and offered nothing by way of apology when he
arrived at noon. Your representative did not remove his muddy shoes upon entering my house, and
consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present a range of products
to me that I had specifically told his assistant by telephone I was not interested in. I repeatedly tried to ask
your representative about the products that were of interest to me, but he refused to deal with my
questions. We ended our meeting after 25 minutes without either of us having accomplished anything.
I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to show
up. My impression of That Awful Company has been tarnished, and I am now concerned about how my
existing business is being managed by your firm. Furthermore, Mr. Madman's inability to remove his
muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional
carpet cleaner.
I trust this is not the way That Awful Company wishes to conduct business with valued customers—I
have been with you since the company was founded and have never encountered such treatment before. I
would welcome the opportunity to discuss matters further and to learn of how you propose to prevent a
similar situation from recurring. I look forward to hearing from you.
Yours faithfully,
V. Angry
4. Adjustment Letters
These are usually sent in response to complaint letters and if it is in favor of the customer, the
letter should include a forthright admission to that effect and extend a sincere apology. If not, the
tone of the letter should be factual and make the customer know that you understand the
complaint.
Example Adjustment Letters
Green Tree Freight Co., Inc.
Columbus, Ohio 45453
(315) 565-6789
March 29, 19XX
Complete Table, Inc.
P.O. Box 3132
Austin, TX 78703
Subj.: March 24 letter about damaged freight
Dear Mrs. Hughes:
I have just received your March 24 letter about the damaged
shipment you received through Green Tree Freight and regret
the inconvenience that it has caused you.
From your account of the problem, I am quite sure that your
request for the $240 adjustment on the damage to the 2
crates of Valjean Cristal stemware will be granted. A
certain amount of breakage of this sort does unavoidably
occur in cross-country shipping; I am sorry that it was
your company that had to be the one to suffer the delay.
I must remind you to keep the damaged crates in the same
condition in which you received them until one of our
representatives can inspect them. That inspection should
take place within 2 weeks.
If all is in order, as it sounds to be in your letter, you
can expect the full reimbursement within 2 weeks after our
representative's inspection. I hope this unfortunate
accident will keep you from having merchandise shipped by
Green Tree Freight in the future.
Sincerely,
David F. Morgan, Customer Relations
Green Tree Freight Co., Inc.
Columbus, Ohio 45453
(315) 565-6789
5. Inquiry Letters
Inquiry letters are meant just to do what its name suggest – get information from the recipient of
the letter by asking question. The letter needs to be clear regarding the information required and
should list down all the queries. The sender should provide his contact information so that the
reader can respond easily.
Example Inquiry Letters
Street Address
City, State Zip Code
Phone Number
Date
Individual's Name
Job Title
Name of Organization
Street Address
City, State Zip Code
Dear Mr./Ms. ________________________________:
Perhaps you are seeking an addition to your marketing team. A new person can provide innovative
approaches to the challenges of marketing. I am an innovator of new ideas, an excellent communicator
with buyers, and have a demonstrated history of marketing success.
Presently, I am marketing computer products for a major supplier using television, radio and news
advertising. I have a reputation for putting forth the effort required to make a project succeed.
Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for
excellence. I would like to use my talents to market your quality line of technical products. I will call you
to further discuss my talents and how I can benefit your company. If you prefer, you may reach me in the
evenings at (555) 555-5555.
Thank you for your time. I look forward to meeting you.
Sincerely,
6. Follow-Up Letters
These types of letters are usually sent after there has been some initial communication. These
letters are generally a combination of thank-you note and a sales letter. It could be the sales
department thanking the customer, a businessman's follow-up action after a meeting, a job-seeker
asking for the status of the application, etc.
Example for Follow-Up Letters
Ms. Barbara Cortes
ABC Corporation
876 Lakeland Street
Hauppauge, NY 11787
Dear Ms. Cortes:
Thank you for taking the time to meet with me regarding the paralegal position at Collado, Collado, &
Fiore, LLC. After meeting with you and discussing the set requirements, I noted several similarities
between your requirements and my past experience.
From our discussion, it seems you are seeking a paralegal that has experience in supporting trial
proceedings by organizing evidence for case review; preparing exhibits; maintaining relationships with
experts; and scheduling witnesses and ensuring they are present and ready when needed. In my current
position with Allen & Associates, I am required to perform all those responsibilities in addition to
juggling and managing numerous legal tasks.
Be assured that I can be counted on to get the job done under demanding schedules, and I would enjoy the
opportunity to do the same for your organization. What you will expect and get from me as a member of
your team is dedication, enthusiasm, and professionalism.
Again, thank you for taking the time to meet with me. I remain interested in participating in the next
round of interviews. Thank you for your consideration.
Sincerely,
Michele Martinez
7. Recommendation Letters
When someone is applying for a job, the prospective employers usually ask for letter of
recommendation from previous employer or teachers. These types of letters describe the
relationship with the job seeker and their opinion as well.
Example for Recommendation Letters
[Date]
Re: Recommendation for Sharon Westman
Dear Hiring Manager:
I was initially impressed with Sharon Westman's enthusiasm, communication skills and professional
demeanor when I hired her four years ago as a customer service rep within JRW Inc.'s call center. During
the two years Sharon reported to me (I have since moved on to a different department), she consistently
demonstrated all of these qualities and more, and I heartily endorse her for any customer service position.
Sharon is reliable, dedicated and eternally upbeat. Her ability to calm angry or frustrated customers is
unparalleled, and it is because of her excellence in this area that I repeatedly asked her to mentor new
employees in the call center. Sharon multitasks effectively and is able to handle a high-volume workload.
She consistently met or surpassed all weekly call center metrics (including customer satisfaction, call
volume and response time), and her daily written reports were accurate and thorough.
Of particular value to me as a former call center manager was Sharon's team player mind-set, enthusiastic
embrace of change, ability to work with minimal supervision and unwavering commitment to exceeding
customer expectations. I regularly received unsolicited praise from customers commending Sharon's
outstanding level of service, professionalism and follow-through.
Organized and diligent, Sharon quickly learned technology systems and software that were unfamiliar to
her when she first started with JRW, and she also attended optional professional-development seminars
offered through the company. She is pursuing an associate's degree in business through evening classes at
ABC Community College.
Sharon is a hardworking, top-performing customer service professional. She has my highest
recommendation, and I am happy to furnish more details if you would like additional information.
Sincerely,
Carla Pederson
Field Service Manager (former Call Center Manager)
JRW Inc.
(555) 555-5555
8. Acknowledgment Letters
As the name suggests, acknowledgement letters are to communicate the receipt of a prior
communication or something else. The letter, however, does not confirm whether any
action has been taken or not.
Example for Acknowledgment Letters
June 12, 2014
John Q. Smith Memorial Scholarship
Dear Scholarship Donor:
I
would
like
to
take
this
opportunity
to
thank
you for
your
generosity in funding
the John Q. Smith Memorial Scholarship. I am very honored to be the recipient of this award.
I am currently a sophomore majoring in Education, and my GPA is 3.83. I have completed 37 credit hours
by taking classes as a part-time student for the last three years. My goal is to complete my degree here at
the University of Michigan-Flint and then teach high school French and English in the southeastern part
of Michigan.
While attending school I have been involved with the Future Teachers of America and Lambda Lambda
service organization. We provide tutoring and mentoring on a weekly basis to two elementary schools
located near the university campus. I have also helped organize three campus blood drives and winter coat
collection.
Receiving this scholarship motivates me to maintain my GPA and complete my degree. I look forward to
being able to give back to the community once I begin my career teaching. I thank you for your
confidence and willingness to help me achieve my goals.
Sincerely,
Betty Ann Student
9. Resignation Letters
When an employee is planning to leave the current job, the letter sent to the direct manager
informing about the decision is called resignation letter. It gives notice and sometimes the reason
for leaving is also mentioned.
Example for Resignation Letters
Roberta Jones
18 Hillside Road | Sometown, MA 55555 | Phone: 555-555-5555 | jones@somedomain.com
[Date]
Ms. Joyce Michaels
CEO
ABC Company
15 Main St.
Sometown, MA 55555
Dear Joyce,
Please accept this letter as notice of my resignation from my position as staff accountant. My last day of
employment will be June 22, 2012. I received an offer to serve as senior accountant of a Fortune 500
company, and after careful consideration, I realize that this opportunity is too exciting for me to decline.
It has been a pleasure working with you and your team over the last three years. One of the highlights of
my career was collaborating with you to automate ABC Company’s accounting, financial and balance
systems and setting up your accounting infrastructure. Your company is poised for continued growth and
I wish you much success with your upcoming acquisition of XYZ Company. I would like to help with the
transition of my accounting duties so that systems continue to function smoothly after my departure. I am
available to help recruit and train my replacement, and I will make certain that all reporting and records
are updated before my last day of work. Joyce, thank you again for the opportunity to work for ABC
Company. I wish you and your staff all the best and I look forward to staying in touch with you. You can
email me anytime at jones@somedomain.com or call me at 555-555-5555.
Sincerely,
Roberta Jones
10. Application and Cover Letters
The application or cover letter is very important, as the employer will decide based on the
contents of the letter whether you should be given a chance to appear for a personal interview.
You can choose to send a cover letter with your resume or send in an application letter giving
detailed description as to why you would be suitable candidate for the job.
It is important to mention details of previous experience, skill sets and any other information
which would be required for achieving your goal.
Cover letters are brief and concise as compared to application letters. Cover letter should
highlight the resume being sent along and should focus on the person who is going to receive the
letter.
Three Example for Application and Cover Letters
Cover letters are the first chance you have to impress an employer – they're not just a protective jacket for
your CV. Here's our guide on what to include and how to format them
The first thing a potential employer sees in your job application is the cover letter. This doesn't just
support your CV – it's an opportunity for you to stand out from the crowd and persuade the recruiter to
put you through to the next round.
Be wary of spending hours on perfecting your CV at the expense of your cover letter. If you need some
inspiration on what to include and what format to use, here are our helpful guides – just remember not to
copy them as exact templates.
1. Standard, conservative style
This is ideal for sectors such as business, law, accountancy and retail. For more creative sectors, a letter
like this might be less appealing, and could work against you.
Dear Mr Black,
Please find enclosed my CV in application for the post advertised in the Guardian on 30 November.
The nature of my degree course has prepared me for this position. It involved a great deal of independent
research, requiring initiative, self-motivation and a wide range of skills. For one course, [insert course],
an understanding of the [insert sector] industry was essential. I found this subject very stimulating.
I am a fast and accurate writer, with a keen eye for detail and I should be very grateful for the
opportunity to progress to market reporting. I am able to take on the responsibility of this position
immediately, and have the enthusiasm and determination to ensure that I make a success of it.
Thank you for taking the time to consider this application and I look forward to hearing from you in the
near future.
Yours sincerely
2. Standard speculative letter
This may vary according to the nature of the organisation and the industry you're applying to.
Dear Mr Brown,
I am writing to enquire if you have any vacancies in your company. I enclose my CV for your
information.
As you can see, I have had extensive vacation work experience in office environments, the retail sector
and service industries, giving me varied skills and the ability to work with many different types of people.
I believe I could fit easily into your team.
I am a conscientious person who works hard and pays attention to detail. I'm flexible, quick to pick up
new skills and eager to learn from others. I also have lots of ideas and enthusiasm. I'm keen to work for a
company with a great reputation and high profile like [insert company name].
I have excellent references and would be delighted to discuss any possible vacancy with you at your
convenience. In case you do not have any suitable openings at the moment, I would be grateful if you
would keep my CV on file for any future possibilities.
Yours sincerely
3. Letter for creative jobs
We've used the example of a copywriter but you can adapt it for your profession. The aim of a creative
letter is to be original and show you have imagination, but understand what the job entails. Balance is
essential: don't be too wacky, or it will turn off the reader.
Dear Ms Green,
· Confused by commas?
· Puzzled by parenthesis?
· Stumped by spelling?
· Perturbed by punctuation?
· Annoyed at the apostrophe? (And alliteration?)
Well, you're not alone. It seems that fewer and fewer people can write. Unfortunately, there are still a lot
of people who can read. So they'll spot a gaffe from a mile off. And that means it's a false economy,
unless you're 100% sure of yourself, to write your own materials. (Or to let clients do it for themselves.)
To have materials properly copywritten is, when one considers the whole process of publishing materials
and the impact that the client wishes to make, a minor expense. Sloppiness loses clients, loses customers.
There is an answer. Me. Firm quotes are free. You can see some of what I do on my multilingual website
at [insert web address]. If you'd like, I can get some samples out to you within 24 hours. And, if you use
me, you'll have some sort of guarantee that you can sleep soundly as those tens of thousands of copies are
rolling off the presses.
Luck shouldn't come into it!
With kindest regards
11. Request Letters
In various business set-ups, lots of things need help from other parties or groups, namely – services,
materials, assistance, etc. In this case a letter of request is sent to specify the exact requirements from
the other party. When lot of information is required, bullet points can be used to make it easy to
understand and refer as well. The list has to be very specific and it is always good to ask for a time
frame to receive the reply or requested material.
Example Request Letter
SUMMARY: This sample letter is written to request a re-scheduling of an appointment due to some
unforeseen and unavoidable circumstance on the interview candidate. The candidate explains his reason
for the request with precise information for the recipient’s consideration to allow the request.
Rupert H. Dam
Manager, HR Department
Fine Prospects Pvt Ltd
6670 Holsted
April 20th 2010
Dear Mr. Dam
I am writing to request a re-scheduling of my interview appointment with your esteemed company which
was scheduled on May 19th 2010 at 5pm. I was called for an interview with Fine Prospects Pvt Ltd for the
post of Assistant Coordinator for Sales and Services Department.
I am unable to make it for the said interview as there is a recent bereavement in my family which requires
my full attention and presence outside the country at the moment. I will be back by May 22 nd 2010 for a
rescheduled interview.
I believe that my relevant qualifications and 5 years of marketing experience make me a relevant
candidate for the mentioned post. My records with previous employments have been impeccable as to
attitude and performance.
I appeal to your kind consideration on my request. I can be contacted at joeg@yahoo.com for any
clarification.
I await your kind response.
Thank you.
With best regards,
Joe Garner
Skibbroen 64
3950 Aasiaat
12. Appreciation Letters
When someone’s work needs to be appreciated, an appreciation letter is written. Usually seniors
write the letter to appreciate the work done by juniors. An organization can also send an
appreciation letter to other organization or clients for the work done or for doing good business
with them.
Example Letter of Appreciation
Company Logo Letterhead
Date
Recipient's Name
Your Street Address
City, State, Zip
Mr./Ms. Last Name:
I am writing to let you know how much I appreciate the outstanding customer service that your staff
provided last week. I visited your store to purchase furniture for my new office. Your staff was very
attentive and helpful. The employees I interacted with, especially Steve Smith and Michelle Howell, were
very knowledgeable about your store's product line and seemed genuinely interested in helping me find
items that met my needs rather than just being focused on making a quick sale.
Because of their efforts, I was able to find exactly what I needed and I am very satisfied with my
purchase. I will continue to visit your store in the future, as well as recommend it to others. Please let
Steve and Michelle, as well as the other employees in the office furniture department, know that their
efforts did not go unnoticed. You have put together a great team that makes customers feel respected and
valued.
I look forward to working with your team again in the future.
Regards,
Your Name Here, Office Manager
13. Apology Letters
Among all types of letters, apology letters are a humble way for asking forgiveness for your
mistake and also stating how you plan to rectify the same. Usually, the apology letter is written to
someone towards whom the wrongdoing has been done. This letter should have a soft and sincere
tone, and should be written soon after the error has happened. This will ensure that you save and
maintain the relationship with the person at a personal and professional level. An apology letter
written long after the mistake has been done will not have much credibility.
Example Apology Latters
Addresser Name
Addresser Address
Addressee Name
Addressee Address
Dear ___________,
It is with great concern and regret we received your (letter, e-mail, phone call, etc.) outlining the
problem you had with our service. (LIST THE PROBLEM AND DATE IT OCCURRED).
First and foremost, on behalf of (the company/person who made the mistake), I would like to
personally apologize for your inconvenience. We accept full responsibility for the mistake and I assure
you we are taking the necessary steps to prevent it from happening in the future. Thank you for bringing
this matter to our attention.
We value our customers and ask you to please feel free to continue to provide feedback about our
services. If you have any further questions or would like to discuss this matter further, please feel free to
contact me at my personal number (provide number). We look forward to continuing serving you as a
valued customer.
Thank you for your invaluable support,
Addressee name and signature