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Benedikta Diah S.

(4) and Stella Mulia (28)


XII IPA 2

A. Letter
Letter is a written message from one party to another containing information and
its purpose is to deliver the information. There are many types of letter, which
are:
Formal letter:

Business letter

Letter to the editor

Cover letter

Letters patent

Epistle

National Letter of Intent

Form letter

Open letter

Letter of credence

Recommendation letter

Letter of credit

Sales letter

Letter of
resignation/application
Informal letter:

Chain letter

Crossed letter

Hate mail

Love letter

Poison pen letter

Language Features of letter are:


Simple present tense and present progressive tense
Using formal language (for the formal one ) and informal/ daily language
(for the informal one)
Example:

Informal letter

APPLICATION LETTER

Application Letter is merely another name for a cover letter, the official
business letter often included with a job application and/or resume and
sent to a prospective employer. It should be clearly structured to cover:
The job title youre applying to and where you saw the advertisement
Reason why you're applying to that, why you are interested to the job
interests and why you want to work for that organization
Reason why youre suitable - your relevant skills, experience and personal
qualities by elaborating on the information in your CV or application form.
Structure :
Introduction
Motivation (your reasons for applying for this particular position)
Requirements (how you meet the demands stated in the
advertisement)
Conclusion
Language : Formal and mostly using simple present-present progressive
tense

Template Letter of Application

[Month/Day/Year]
[Name of Company Applying To]
Attn: [Full Name of Hiring Manager]
[Street Address]
[City/State/Zip]

[Your Full Name]

[Street Address]

[City/State/Zip]
Phone: [Your Phone Number]
Email: [Your Email Address]

Dear. Mr./Mrs./Ms. [Last Name of Hiring Manager] (or) To whom it may concern,

I am writing to you to express my interest in the [Title of Position Applying For]


position currently available at [Company Name]. I believe that I am an
excellent fit for this position, [state your reason for being a good fit for the
position.]

In the job description for the position that Acme Investments posted, there
were some requirements that stood out to me.

[List job requirements that you can relate to your background experience.]

[Add a paragraph or two to briefly describe your background and how it


relates to the job requirements for the position to which you are applying.]

I believe that after you have reviewed my application and resume you will see
that I possess an excellent skill set which matches your requirements
perfectly. If you have any further questions or require additional
documentation, please feel free to contact me. Thank you for your time and
consideration.

Respectfully,

[Your Signature]

[Your Full Name]

Example:

B. E-mail

E-mail stands for electronic mail, which means a message sent from
one computer to another over the Internet, using a set webmail server
address.

In general, most e-mail messages share common elements:

Account: This shows the name of the e-mail sender


To Field : The e-mail address of the e-mail receiver
CC Field : The CC field shows the receiver of a copy of the message
besides the addressee

in the To field.
Subject Field
: The topic of the message.
Message body
: Contains the actual message.
Signature
: Can be used to give additional information about the
sender, such as Web

page address and phone number.


Attachments : Contains computer files attached to the message.

For application e-mail, besides the common elements, it also contains


additional specific information in the message body:
a. The e-mail senders information
b. Date when the e-mail was written
c. The address of e-mail receiver
d. Greeting
e. Body
f. Closing

The language style for application e-mail is formal. Here are some
examples of that:

A. Template:

Your Street Address


City, State, Zip Code
Telephone Number

Email address

Month, Day, Year

Mr./Ms./Dr. __________
Title
Name of Organization
Street or PO Box Address
City, State, Zip

Dear Mr./Ms./Dr.________:

Opening Paragraph: State why you are writing; how you learned of the
organization or position, and basic information about yourself.

2nd paragraph: Tell why you are interested in the employer or type of work the
employer does. Demonstrate that you know enough about the position to
relate your background to the position. Mention specific qualifications which
make you a good fit for the employer's needs. Explain in more detail relevant
items in your resume.

3rd paragraph: Indicate that you would like the opportunity to interview for a
position to learn more about their opportunities or hiring plans. State what you
will do to follow up, such as telephone the employer within two weeks. If you
will be in the employer's location and could offer to schedule a visit, indicate
when. State that you would be glad to provide the employer with any
additional information needed. Thank the employer for his or her
consideration.

Sincerely,

(Your handwritten signature)

Your name typed

Enclosure(s): (refers to resume etc...)

Source: http://www.albany.edu/career/resumes_cover/pdfs/cl_temp.pdf

B. Sample of application e-mail

John Doe

#1324 Dutch Quad


University at Albany
1400 Washington Avenue
Albany, NY 12222

April 29, 2009

Philip Newman
Director, District Administration
Starling High School
1220 Broadway, 6th Floor
New York, NY 10019

Dear Mr. Newman:

I would like to be considered as an applicant for the position of Editorial


Assistant, which you advertised through the Times Union. My Bachelor of Arts
in English, with a minor in Spanish, will be awarded from the University at
Albany in May 2010.

I have extensive writing, editing, and leadership experience. For the past two
years, I have been the News Editor of the University at Albany student-run
paper, the Albany Student Press (ASP). In addition to writing feature articles, I
created captions for many of our news story photos and edited the work of
junior members. This experience allowed me to develop my editorial skills and
has taught me to work under the deadline pressures of a daily newspaper.
Furthermore, my experience tutoring junior high school students provided
exposure to textbooks and teachers' materials, a background that would be
helpful in working for an educational publisher.

My course work at Albany has provided the opportunity to hone my writing


skills. As an English major, I have written numerous papers of varying lengths
and am well read. My curriculum has also developed my research and
organizational skills. I believe that this combination of experience and
education would make me a valuable asset to the Starling High School
editorial staff. As a Starling alumnus, I would be proud to return to my roots.

The enclosed resume further details my qualifications. Please feel free to


contact me at 518-437-4900 or jd08537@albany.edu so I may learn more
about this opportunity. Thank you for your time and consideration.

Sincerely,

(sign name)

John Doe

Enc.

Source: http://www.albany.edu/career/resumes_cover/pdfs/applic.pdf

C. Announcement

The definitions of announcement are:


A public statement containing information about an event that has happened or
is going to happen
The act of announcing, or giving notice; that which announces; proclamation;
publication
Its purpose is to inform the reader about recent event.
Announcements structure:
Head (the title or type of event)
Body or content (date, place, program, etc)
Closing (For more information,.)
Writer (someone or an institution who make the announcement)
Announcement could have different types of information, therefore
announcements are grouped into several types:
Announcements of an activity or event.
Wedding announcements, birthday, birth, and the inauguration
Sad News
Moving Announcement
Vacancies or new admissions
Notifications of government institutions
Announcement of a missing person.

Examples:

D. Message

Message is a short and sent on paper text for giving information or


asking someone to take action inside one organization. It doesnt have
to be signed. This kind of text has basic information such as:

1.
2.
3.
4.

To section
: contains the name of the receiver
From section: contains the name of the sender
Date section
Subject heading
: to tell the receiver about what the text is about

5. The message body, which has these elements:


a. Situation : introduction of the message
b. Problem (optional)
: explains the issue
c. Solution (optional)
: explains the way out of the problem
d. Action : is similar to the solution but instructs the receiver to take
action
e. Politeness
: ends the message with a polite expression
6. Signature (optional)
: has the sender's name at the bottom to be
friendly, or the sender's

full name to be formal.

The language style can be either formal or informal, depends on the


occasion related to the message and also the message receiver.

Example:

To: All Staff and Interns


From: Ana Lucily, Executive Assistant to the President
Date: July 15, 2012
Subject: Dishes in the Sink

It has come to our attention that there has been a pile of unwashed dishes
that accumulates in the sink by the end of each week. It has gotten so bad that
washing ones hands in the kitchen sink becomes an uncomfortable
undertaking. Therefore, we are introducing a new policy that mandates that
employees wash their dishes as soon as they are done with them, keeping the
sink clear for other uses.

If you do not have the time to wash your lunch container or coffee mug,
leave it by your desk until you are ready to wash it. Even two or three dirty
plates will encourage every person thereafter to leave their unwashed, foodstained dishes and silverware in the sink. Conversely, studies have shown that
when a sink is empty, people are more likely to wash their dishes immediately.

Thank you for your cooperation!

Ana Lucily

Source: http://www.wikihow.com/Sample/Memo-to-Coworkers

E. Advertisement

Advertisement is a text that has the objective to announce a something


that appeals to many people and that adds a product in all public. Its
purpose is to persuade an audience to take or continue some action,
usually with respect to a commercial offering, or political or ideological
support.

Structure:
Title: a major component or the main topic, for example: Great
Announcement Sample Sale Up to 50% on the banner at the supermarket
or hypermarket.
Explanation: Contains an explanation of whats the content of the
advertisements and usually uses interesting words to attract visitors.

Types of Advertisement:
Coffee cup advertising
Street advertising
Celebrity branding
Billboard advertising
Press advertising

Language style:
Perssuasive
Communicative
Short and to the point
Simple Present Tense
Political Advertisement

Examples:

F. Brochure

Brochure is a small booklet or pamphlet, often containing promotional


material or product information. It is mainly used to introduce a

A.
B.
C.

D.

E.

company or organization and inform about products and/or services to


a target audience. The main elements in brochure are:
Name and Logo: this element is what customers are most likely to
remember and to look for.
Brochure Cover: it makes people want to own the product you are
advertising. The product is at the center of the images focus.
Slogan: slogan is a way to show the basic philosophy of the company in a
tagline. It can be displayed on the front cover, at the bottom of the cover
image, at the top of the back cover or in slightly larger print inside the
brochure.
Main Text: it is found in the center of the brochure, and it contains all of
the relevant product or service information. It makes each product sound
like an option that consumer needs.
Contact Information: List of business's name, owners name, an address, a
phone number, an email and a website, if available.

The language tone is competent, friendly and inviting. If the brochure


aims to persuade people towards a certain action, it would use
persuasive language. This would include action verbs which motivate
the reader to do something, for example: try us, contact us, or dont
miss out!. It would also use adjectives to describe the company and
product, for example: the best, outstanding, or modern.

Examples: