C.

Dealing with Reservation thought Facsimile

Fax (short for facsimile and sometimes called telecopying) is the telephonic
transmission of scanned-in printed material (text or images), usually to a telephone number
associated with a printer or other output device. The original document is scanned with a fax
machine, which treats the contents (text or images) as a single fixed graphic image,
converting it into a bitmap. In this digital form, the information is transmitted as electrical
signals through the telephone system. The receiving fax machine reconverts the coded image
and prints a paper copy of the document.

A facsimile, more commonly referred to as fax, is the transmission of a document or

image from one place to another electronically. The document to be sent is scanned and sent
over a telephone or Internet connection. A combined scanner and transmitter is usually
known as a fax machine. Modern-day Internet connections have greatly reduced the use of
fax machines. A facsimile is also known as a telefax or telecopy. Fax transmits data
electronically over a network connection. Originally this network connection was an analog
telephone line, but now the Internet is also being used for this purpose. A document to be sent
is treated as an image, scanned and converted into bits and transmitted over the line by the
facsimile machine. The facsimile machine on the receiving end takes the whole message in
terms of bits and then converts it into the image. This image is either displayed onscreen or
printed for the user on receiving end to read. Facsimile technology is still in use but has
largely been replaced by email.

 The Seven Parts of a Facsimile Letter

Knowledge of business letter etiquette is essential for anyone in or entering the

workplace. Professional types of correspondence such as letters of application, sales letters
and letters of reference differ from friendly letters in that they must follow a specific format
and should never include informal or slang language. The seven parts of a business letter
include the heading, date, address of recipient, salutation, body, complimentary close and
signature.

1. Heading

Most professional business correspondence is printed on a letterhead template. A

letterhead contains the company name, address and contact information. An individual may
also create a letterhead that contains his name and personal contact information. While some
individuals may choose not to create a formal letterhead, it is always necessary to include a
header with the sender's information.

2. Date

Simply put, the date is the day the letter is sent. The most commonly used date format is:
June 21, 2011. Do not abbreviate the month and always include all four digits of the year.

1
 3. Address

This is the address of the recipient. If applicable, the first line in the address block should
include the recipient's name and title, and the second line should state the recipient's company
or business. The third and fourth lines are designated for the actual address. For example:

Mr. John Doe, Director of Sales the Sales Firm 123 Main Street Townsville, AR 45678

4. Salutation

Different circumstances determine which salutation or greeting is most appropriate. Use

"Dear" when the recipient's name or title is known. Examples include "Dear Mr. Doe" or
"Dear Sales Director." When the name or title is unknown, use "To Whom It May Concern."
Always punctuate the salutation of a business letter with a colon instead of a comma.

5. Body

The body is the longest part of a letter and is usually divided into three subcategories:
introduction, main content, and summary. The introductory paragraph states the purpose of
the letter. The main content conveys all necessary detailed information and has no set length
requirements. The last paragraph summarizes the information provided, restates the letter
intent and offers either instructions or an inquiry regarding follow-up correspondence.

6. Complimentary Close

The complimentary close is a word or short phrase that means "goodbye." "Sincerely" is
the most common closing remark. Others include "cordially," "best wishes," and "best
regards." The complimentary close can vary in degrees of formality and is dependent upon
the relationship between the senders and recipient.

7. Signature

In letters that are sent via email, the signature is simply the sender's name and title typed
immediately below the complimentary close. When a letter is mailed, faxed or hand-
delivered, however, there should be a large enough space below the closing and above the
typed name and title for the sender to provide her written signature.
This is an example of request reservation from Mr. Ruben Enrico
Serangan Street
Block C no 22
Inside address and Date
Singaraja
October 21", 2019

The manager
The Lovina Bali
Receiver Address
Bandung-Indonesia

Dear sir/madam, Salutation

I would like to book a family room for the nights of December 24, 25 and 26.
Would you mind reserving me a mountain view room on the top floor?
I expect to arrive 6 p.m. At around and would like to have dinner at your hotel
restaurant. I would be very pleased if you would send us more information Body
about your hotel including the current room rates.
Please let me know if a deposit is required.
Complimentary Close
I look forward to hearing from you.

Yours faithfully
Signature

Ian Jhonstone
This is an example of answer from Grand Aquila Hotel requesting a reservation
By: Mr. Jhonstone:

Grand Aquila Hotel

Jl. Dr. Junjunan no. 116
Bandung - Indonesia

November 1st, 2000

Mr. Johnstone
1 Revans Street
Miramar Wellington 3
New Zealand

Dear Mr. Johnstone,Thank you for your letter dated of 21st October 2000 reserved a family
room with a mountain view on the top floor and restaurantfurther information about our hotel
including the current room rates.

We are very pleased to reserve a family room with a mountain view on the top floor for you
for the nights of December 24, 25 and 26, 2000. A deposit is not reserved I enclose a booking
in which you will find full details about our hotel including the current room rates.

We look forward to your vacations.

Yours sincerely,

Ms. Rita Ratnasari

Advance Reservations
This is an example of letter cancellation reservation:

1 Revans Street
Miramar- Wellington 3
New Zealand
Ms. Rita Ratnasari
Advanced Reservations,
The Grand Aquila Hotel
Jl. Dr. Junjunan no. 116
Bandung- Indonesia

Dear Ms. R. Ratnasari,

Last month I reserved a family room on top floor having a mountain view in your hotel. The
dates were from 24, 25, and 26 December 2000.

I regret to inform you that my son have been very ill recently and his doctor has suggested
that be have a complete rest for two months. We will not, therefore, be able to spend our
holiday in Indonesia. For this reason, we would like to cancel our booking.

I hope that we can travel to Indonesia and stay at your hotel sometime in the future.

Yours sincerely,

Ian Jhonstone
This is an example of answer to a letter of cancellation:

Grand Aquila Hotel

Jl. Dr. Junjunan no. 116
Bandung - Indonesia

November 25th, 2000

Mr. Johnstone
1 Revans Street
Miramar Wellington 3
New Zealand

Dear Mr. Jhonstone,

Thank you for your letter dated November 15th 2000.

We are very sorry to hear that your son is ill and hope that he will get better soon.

We have, as requested, cancelled the family room reservation for the period of December 24,
25, and 26, 2000

Yours sincerely,

Ms. Rita Ratnasari

Advance Reservations
 CHAPTER III
CONCLUSION

Being a reservationist must be able to handle the job if you deal with the guest
through telephone, email, and fax. Reservationists will indeed receive phone calls more often,
receive emails, and receive faxes and they must have these skills, as in telephone calls several
expressions can be used to call guests, in this case, use formal language so that guests are
comfortable with our conversation. An email will also be used often, especially guests who
want detailed information about room confirmation because this is very important so it needs
to be remembered if guests order from email. And the last thing is a fax, it's the same as you
send an official letter and we use a fax machine to send the letter quickly and easily. The
letter he sent was the same as official letters in general formal body words complete letters
such as heading, date, address, salutation line, body, complimentary close, and signature.
Reservationists must understand this because this is very important so you must be prepared
from now on if you want to be a good and right reservationist.
 CHAPTER VI
REFERENCE

Era Marsakawati,Ni Putu.2015.Reception.Universitas PendidikanGanesha

https://www.techopedia.com/definition/7125/facsimile-fax

https://www.tutorialbahasainggris.com/2-contoh-surat-konfirmasi-pemesanan-hotel-
dalam-bahasa-inggris.html

https://stayntouch.freshdesk.com/support/solutions/articles/6000158426-report-terms-
guests-sent-email-