Business letter

A good business letter is one that obtain

the result the writer hope for
 Good business letter should be !

Dont waste the words.

e.g. keep in mind the fact that.
remember that.
Keep the language lively and simple.
e.g. conflagration fire.
ultimate.final.
genuine....virgin
gear ..utilities
 Personalized your letter. (to whom it may
concern).Mr/Mrs/Miss.

Emphasize the positive. (stress what you can

do, not what you cant, do more than you have to)

Use the correct letter form. (block

,modified block, modified semi block,
simplified letter and hang indented
letter)
 Good business letter physical
appearance
The paper quality.
The way of typing.
The space arranging.
Short paragraph.
Good spell, punctuations, grammar.
 Personalized your letter. (to whom it may
concern).Mr/Mrs/Miss.

Emphasize the positive. (stress what you can

do, not what you cant, do more than you have to)

Use the correct letter form. (block

,modified block, modified semi block,
simplified letter and hang indented
letter)
 The heading/kop surat
The name of company
The emblem of company
The address: street, no, zip code,
town, fax, phone, www.
Specialized : supply labor .
Legality.
Branches.
Bank.
 Parts of business letter in
simple way
Heading (date, month, year)
Inside address (name : leveling/block)
e.g. Selamat Juarsa
jl. A.yani no 53 b Cilegon
Banten.
Bedu Ayan
jl.Kelinci 73 b Cilegon
Banten.
 Salutation. E.g. dear Sir, Dear my
beloved.
Body of letter.
Closing . Your faithfully,
Signature.
Parts of Business letter in complete way
Letterhead or heading
Date
File number (optional)
Personal and confidential (optional)
Inside address
Attention line (optional)
Salutation line
Subject line (optional)
Body of letter
Complementary close (optional)
Signature
Added information (optional)
Postscripts (opional)
Copy carbon (optional)
Enclosure
Mailing instructions (optional)
 The complete Parts of a business letter

General Mercantile Ltd

123 Nelson Street
London,E.C.2

FW/JA

April 28th ,1996

P.T. Electronic Indonesia

Jl Biak No 2 Jakarta
Indonesia

Att : Mr. Joeffy Rayan

Gentlemen:

ROBUSTA COFFEE

With reference to our cable of yesterday we have pleasure in placing an order of 150 tons of Indonesian Robusta coffee
EKI quality at US $ 3/ kg C&F New York. We are opening a letter of credit in your favor for the full C&F value and
Enclose a dully signed contract in duplicate for your approval.

Thank you very much for your kind cooperation.

Your faithfully,

Frank Williams
Sales Manager
 The format of the business letter
Block
ITALICS UNLIMITED
24 Mahoni street Jakarta, Indonesia
August 10th, 2006

Terry Tereojeng
Capital Supply
452 Minden Ct
Des Moines, Iowa 2354

Dear Mr. Tereojeng:

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Sincerely,

Joeffy Rayan

JR
 Modified Block
Penukal Jaya Slaluh
Jl A. Yani No 34 Palembang Sumsel
Indonesia
September 19th, 2006
Terry Tereojeng
Capital Supply
456 Minden Ct
Des Moines, Iowa 3765

Dear Mr. Tereojeng

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Sincerely,

Joeffy Rayan
 Modified Semi-Block
LAMSIL BROTHERS
Jl. Sungai Balam No 100 Muba
Indonesia

September 20th ,2006

Terry Tereojeng
Capital Supply
456 Minden Ct
Des Moines, Iowa 3765

Dear Mr. Tereojeng

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Sincerely

Joan MCAlliester
 Simplified letter
LAMSIL BROTHERS
Jl. Sungai Balam No 100 Muba
Indonesia

August 20th, 2006

Terry Tereojeng
Capital Supply
456 Minden Ct
Des Moines, Iowa 3765

RE : PRINTING SUPPLIES

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Joeffy Rayan
 Hanging Indented Letter

LAMSIL BROTHERS
Jl. Sungai Balam No 100 Muba
Indonesia

August 21st, 2006

Terry Tereojeng
Capital Supply
456 Minden Ct
Des Moines, Iowa 3765

Dear Mr. Tereojeng

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Sincerely,

Joeffy Rayan
 Memo
MEMORANDUM

To : Terry Tereojeng
From : Joean MCAllister
Date : August 10th ,2006
Re : Printing Supplier

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Joeffy Rayan

Cc: Ted Kapstein, Udin

Ps : rewrite the memo into : ( these are your exercises, OK)

block, modified block, simplified, and hanging indented. And hand it tonight
 KINDS OF BUSINESS
LETTERS
Proses terjadinya suatu transaksi jual beli dalam perdagangan
(wholesale Trade) tidaklah mudah dan biasanya di mulai dengan
adanya permintaan beberapa informasi(inquiry) dari calon pembeli.
Untuk itu kita akan membicarakan beberapa jenis surat menyurat
dalam proses business, diantaranya :
Inquiry letter : surat pertmintaan informasi
Offering/replying inquiry : surat penawaran/balasan inquiry
Ordering letter : surat pemesanan
Reference letter : surat referensi
Execution of order : surat pelaksanaan pengiriman
barang pesanan.
Invoicing : faktur/tagihan
Complaint letter : surat keluhan
Adjustment letter : penyelesaian keluhan
Remittance letter : penyelesaian pembayaran
 Circular letter : surat edaran
Collection letter : surat penagihan
Minutes : risalah rapat
Etc

Dalam hal ini kita juga dapat mengaambarkan proses terjadinya

transaksi business yang di lakukan melalui surat menyurat.
 The scheme of business
Scheme.
Buyer Seller
Inquiry
offering/reply
Ordering
execution
invoicing
Complaint
adjustment
remittance
Please identify the format and parts of letter below!(latihan)
General Trader Ltd.
77 H.Mahrien Soleh Street
Penukal
TS/JS
5th May, 2013
Dierdee& Sons
100,Park Street
London,E.C.3

Dear Madam Chairman,

Request for Reference

Miss Catty Sue, one of your former junior secretaries, has applied for a secretarial position in our company
And has given your name as a reference.

We would appriciate it if you could kindly tell us something about her experience, ability and attendance. A
Stamped,self-address envelope i enclosed for your convenience in replying.

Thank you very much for your kind help.

cordially yours,

Thomas Smith

Personal Manager
Enc:2
Inquiry is a kind of business letter which asking the
information about the product. And it could be :
sample/pattern to know the quality
Price list/ prices
Quotation
Term of payment
Term of delivery
Delivery time and deadline
Method of transport (dispatch); air, ship, truck, rail,
car

To get the information's above the buyer write a

inquiry and asking for catalogue
Inquiry could be grouping into :
1. Routine inquiry
2. First inquiry
here is an example of inquiry wrote on post card.
225 Jl. Arjuna
Bandung 40172
24st may 2006

Dear Sirs,
Please send me your latest catalogue and pattern of your batik product
Which you have in stock together with prices and terms

Your faithfully,
Joffy
Dan lebih lanjut dalam penulisan inquiry letter, ada kalimat/pernyataan
yang sering di gunahkan :
Sebagai kata pembuka biasanya dimualai dengan ucapan terima kasih;
thank you for letter (inquiry) of
with reference to(lebih formal)
Kemudian diikuti denagan rujukan isi surat tersebut ;
with reference to your letterinquiry about
Kemudian dilanjutkan dengan pengiriman ;
we are pleased to enclose.
we have pleasure in enclosing
we enclose
we sending
Dan diakhiri dengan harapan akan bisnis selajutnya;
we look forward to hearing from you
we look forward to receiving your first order.
 The body of inquiry
Opening : tell how you heard about the reader
in may 5, New York Times, I read an article
your company. Or
at the High Tech Trade Show, I me one of
your sales representatives.
Purpose : tell why you want the information
Since I program computers, I was interested in your
new software. Or.
as a supplier of machine parts, I thought we
could do business together.
Action : tell what you want
please send me a sample software program. Or..
could I meet with you when I come to Chicago next
time
Polite expression: thank the reader be positive
thank you for your time. Or.
I look forward to hearing from you.
 Bay State Magazine
300 Commonwealth Avenue
Boston, Massachusetts 02188
617-789-5555

April 5,1994
Public Information Department
Click Camera Company
1000 Riverview Boulevard
New York, New York 10010
Dear Madam,
In the April 4, 1994 Boston daily News I read about our new camera, the XL-Lite.
Sine I am a photographer with Bay State Magazine, it is important that I know
About new cameras.
Would you please send me information on the camera ? I would like to know the
when the camera will be available and how much it will cost.
Thank you for your information. I look forward to your reply.

Sincerely yours,

Jane Wilson
Photo Department
 Latihan dikit
Pick the correct answer based on the letter above !
1. Jane wrote her letter on
a. April 4 b. April 5
2. Janes job is with the..
a. Bay State Magazine b. Click Camera Company
3. The Click Camera Company is located in
a. Massachusetts b. New York
4. The number 10010 is the zip code of the.
a. sender b. addressee
5. Jane wants Click Camera company to send..
a. information b. a camera
6. The paragraph of this letter are..
a. indented b. not indented

Re-write and definite the letter above base on the body of inquiry! As
follows :
1. Opening ..
2. Purpose ..
3. A. Action .
B. Action .
4. A. Polite expressions ...
B. Polite expressions ..
 Replying inquiry/offering

When we replying inquiry take look of these :

1. The letter reference, date, and appreciate.
2. Giving the whole information where the buyer asking for.
3. And also send the pattern, or sample if necessary.

The body of replying inquiry

Opening = Acknowledge we receive your inquiry on ..
thank you for your letter of
inquiry

Purpose = Provide the information requested.

I have enclosed a brochure

The product is.

Action = Give information beyond the purpose
please see the product at our dealers.
a sales representative will
be in your area

Polite expressions = Offer additional help also thank the reader.

if you have any question, please do

not hesitate to call. l
thank you for your interest.
Or again, thank you for your letter

Dan lebih lanjut surat replying inquiry di mulai dengan :

Opening paragraph yang isinya ucapan/pernyataan terima kasih.
Real message yang isinya memberikan penjelasan-penjelasan /keterangan-keterangan
yang diminta oleh pengirim surat inquiry.
Closing paragraph yang isinya harapan untuk menerimah oder dan sebagainya.
 PENUKAL JAYA
10 Oslo Avenue, Malmo, Sweden

Joeffy Happy Forlasting Ever.

LamsilGlory &Victory
Jl.Tanding Marga 77
South Sumatra 17177- Indonesia

December 2nd , 2007

Dear Mr. Joeffy
Thank you for your inquiry of 20 October.
We have pleasure in enclosing a copy of our latest catalogue and a leaflet giving details of
our special trade discounts. All the items are now covered by our standard two-year
guarantee.

We look forward to hearing from you.

Yours sincerely

Rayan Riski Lamsil

Promotion Manager
Enc: 2
 651 Jl. GajahMudoh
Jakarta Utara 111770
Your Ref :UY/SA 12th August 2009
Our ref :MI/IY
PT Sumber Tehnik
233 Jl.Otto Iskandardinata
Bandung

Dear Gentlemen,
RE : BOSCH TECHNICAL TOOLS
We have received you letter of 6th July 2009 asking for quotation of out Bosch Technical Tools, for which we
thank you, we are sending you herewith our latest catalogue together with prices and terms.
As we want to expand our turn-over with you we have in this case decided to quote you very low prices. We
shall unable to repeated these when our present stock is exhausted.
we are also pleased to inform you that we will allow you a 10% discount on order for 100 pieces of all kinds
of our Bosch Technical Tools or more for settlement within a month from the date of the invoice.
we hope you will find our prices and terms satisfactory and expecting your order as soon as possible.
Yours faithfully,
Jaya Rayan Perkasa Trading

Mohamad Arayan
Manager
Enc : Catalogue
Available, inquiry, thank, enclosed, not, you interest, please

Rec, : July 24th ,2006

Reply sent :
Name : Mrs. May Carter
City/state/zip: Honolulu, Hawaii 8576
Product : XL-Lite9
Address : 4015 22nd Street

Please fill the blank of the letter, and state which a

parts of its body !
 Click Camera Company
1000 Riverview Boulovard
New York, New York 10010
21-589-2121, fax 212 588 95467
................1

2
..
.

Dear:3
Thank you for your letter of4..expressing5.in click cameras new camera, the
XL-Lite.
The camera will be6.this December, and the cost will be approximately
three hundred and fifty dollars($ 350.00).
I have7.a brochure on the Camera. If you have any questions, .....8...do....9,.....
hesitate to contact us or your local Click Camera dealer.
Again,10.you for your11.

Sicerely yours,

Joffy
Costuner Service
 Offering
Dalam ini kita sudah membahas replying inquiry yang mana pada prinsipnya
hampir sama dengan offering.
Dan untuk menstate ulang bahwa : offering di lampiri brosure atau katalog
yang beisi keterangan lengkap tentang barang yang ditawarkan.
Dalam surat penawaran biasanya pembaca diarahkan untuk memperhatikan
halaman tertentu dari brosure atau katalog yang dikirim.
misalnya : I would like to draw your attention to our
Kemudian diikuti dengan penawaran
misalnya : we are offering..
we can offer..
we are able to offer.
Dan dilanjutkan dengan menyatakan harapan.

misalnya : we hope you will be pleased with the catalogue

.
GITA PERSADA
Jl.Angin Indah Nana Elok No.177 Ujung Berung, Indonesia

JS/SS

January 10th ,2007

Mr. J. Williams
Home store
19 Toot Bridge Avenue
Westwood, England

Dear Mr .Williams
We have pleasure in enclosing a copy of our latest catalogue, which includes details and price
our services.

We would particularly draw your attention to our card-name making service, which you will find
on page 5 of the catalogue.
We can offer you a special discount of 10% for every order before 1 May.

We look forward to receiving your first order.

Yours sincerely

Joeffy Rayyan
Manager
Ref : WJ/NA/35 C
st
21 October 2006

Mr. Lamsil Penukal

Purchase Manager
PT Nuansa Indah Perkasa
216 Jl. Bungur Baru
Jakarta 10002
Indonesia

Dear Mr. Lamsil,

We are pleased to send you a copy of our catalogue, which includes full details and prices of our complete
range of toys.

We would particularly like to draw your attention to our new model toys which you will find on page 21 of
the catalogue we enclose.

We are offering you a special discount of 10 per cent on all kinds of toys ordered before the end of this
year.

We look forward to receiving your first order.

Your sincerely,

Joeffy Ray
Sales manager

Enc : 1
Sample wan / one
 PT LAMSIL JAYA SELALU NIAN
TRADING AND COSTRUCTION
JL. HAJI MAHRIN BIN YASIN 19 PENUKAL UTARA, PHONE O712-444469 / FAX 777265
SUMSEL 10777 INDONESIA

2nd December 2006

Mr. Fahrudin Bujang Oton

Operation Manager
PT NING NONG RADIO
Jl.Makku Nian 77 Pendopo
Sumsel Indonesia.

Subject : Getah Balam

Dear Mr. Udin B Oton,

We have a pleasure in sending you our catalogue and price-list of our products. May I draw your attention in
Particular to our new range of Getah which is illustrated in page 7.

We are able to offer you a lots of benefits to all varieties closed before the end of December. Please use the
The special order form we enclose at the back of this catalogue.

We hope you will be pleased with the catalogue we send you and look forward to receiving your order soon.

Your faitfully,

Rayan Joeffy
Mareketing Manager

Enc : 1
Sample tu / two
This latter actually used by salespeople to set up or
confirm appointments, announce sale promotion
and others.
Here are the steps when we write an offering:
The firstly we state our purpose, of course it depend
on our reason for writing the letter.
Secondly we give details or background information
of the product.
The last part we acts as a summary reminding.
 Replying to offering
PT ARORI JAYAKU
JL.K.H. AHMAD DAHLAN LAMSIL 17 B-F
JAKARTA 10657
INDONESIA

Royal GMBH 7th May 2006

PO Box 237
Hamburg, Germany

Dear Sirs,

Thank you very much for your letter of 31st April offering us the Southeast Asia agency for Royal
typewriters.

We are quite impressed with the confidence you have shown us and should be keen to represent
your Interest in Southeast Asia. We will do our very best to promote the sales of Royal
typewriters to deserve your confidence. We have been dealing with this line since 1990 and
have a vast network of distribution system in Southeast Asia.

We fully agree to the terms and conditions of agency set out in the contract and enclose dully
signed copy Contract for your file. We also have pleasure in enclosing a short account of our
agency activities along with the names of two companies to whom we have been giving our
services.
Sincerely yours,

Budiman Perkasa Sekali

sample tri / three marketing Manager
 INDONESIAN MODERN OFFICE EQUIPMENT LTD
JL. Samudra Raya no 345 A
Badung 2090, Indonesia

Your ref : MP / CD / 21
Our Ref : AM / L / 2B
th
May 27 ,2006

Mr. William C. Parker.

International Cooperation Ltd
21 Kyoto Boulevard
Tokyo 20001
Japan

Dear Mr. William,

Subject : Purchase Order No 1675 T

Thank you for your letter 12th September 2006, enclosing your catalogue, price list and terms of payment.

We have studied your catalogue very carefully and are very pleased with the quality of typewriters your offered.

We enclose our official purchase order and shall pay for the typewriters by bakers transfer on receipt of your
Pro-forms invoice.

Your sincerely,

Allan P.Lamsil
Sales Manageer.

Enc : 1
 Do it on paper
Please make offering and replying
base on the instruction. and hand in
now.
Here are the instructions:

Write to a letter to Mr.Joeffy L. Penukal, operation

manager of Lamsil Jaya Nian Ltd, 14 Jln.Papaya,
Palembang 2035 South Sumatra. Enclose your
latest new model of limited edition of tank toy and
landscape battle war. Also offer 35 % discount on
all orders above 10.000.000
 Order letter
In orders, actually quite often using these
expression:
we would like to place the following order :..
we enclose our official order form
Then mention the way of payment will use. such
as :
We will pay for the goods byon receipt of
We will open a letter of credit as soon we receive
your pro forma invoice.
Mac com December 2nd ,2009
Jl.Mayor Joe 77 Cirebon 77007
Indonesia

Dear sirs,
Purchase order No.777
Thank you for your letter of July 7th, enclosing your catalogue, price-list and sample of your computer
books and tutorial compact disk.
We have tried to use them and are pleased with their quality.
We enclose our official purchase order and will open an irrevocable letter of credit as soon as we
receive your pro forma invoice.

Yours faithfully

Rayyan penukal
Marketing manager
 Order letter
In orders, actually quite often using these
expression:
we would like to place the following order :..
we enclose our official order form
Then mention the way of payment will use. such
as :
We will pay for the goods byon receipt of
We will open a letter of credit as soon we receive
your pro forma invoice.
 Ordering letter mostly short, sharp and get
to the point.
But sometime people use order form where
it consist of quantity, kind of item, price,
quality, total, dead line, term of payment,
term of hand in etc.
An other cases, there is trouble with
delivery because some reasons:
Have not of stock
Costumers ask special request/treatment.
New costumer have to verify the
credibility's and accountabilities.
To : mac com Purchase order
jl. Jaya raya 77 cirebon No : 777
Indonesia Date ; 10th June 2009

quantity description unit Total

100 Corel

20 Dbase III

32 disk

total

Delivery date terms For jooeffy

required

July 12th 2009 30 days from receipt Didi karyadi

Useful Key Phrases
Would you please send ...
According to your website / magazine / leaflet, ...
COD (cash on delivery)
NOTE: The initials at the bottom of the letter indicate who the letter is from followed by
who typed the letter - for example: from Ken Beare typed by Ron Easton = KB/re

Example Letters
May 23rd , 1999
Mr. Jack Brown,
Director
Used Books Online
Seattle, WA 98795

Dear Mr. Brown:

Would you please send me the following used books via COD? According to your Web
site, orders need to include the title, author, and publisher.
 Title Author Publisher
Menangis dengan Hamdan Pelita hati palembang
tenang
Dekapan si anak Joearasa Pelita hati palembang
hilang

Thank you very much.

Rayan slaluuu
Director
 Ordering supplies
Memo model
Memorandum

To : Peter Rekowski
Purchasing Department
From : Yuki Shibata
Marketing Department
Date : April15,1994
Subject : Supplies
Reference : Spring,1994 Catalog
Executive Office Supplies
15 Watergate Plaza
New Orleans, LA 70077

Please prepared a purchase order ASAP for following :

Item Stock number Quantity Unit cost Total cost
Copier paper C 9782 4 ctns $54,95/5 $ 109,90
Pens, Black P 3422 12 doz $ 22,45/doz $ 269,40
Paper Clip Large C 7070 5 boxes $ 1,95 $ 9,75

Sub total $ 402,12

Shipping /handling 10% $ 42,12
TOTAL $ 444,24

Charge the total to the Marketing Department

 Please choose the correct one !
1. Who wrote the memo ? Yuki S/ Peter R
2. Where does Peter R work ? Marketing Dept / Purchasing Dept
3. When was the memo written ? April 5 / ASAP
4. What is the subject of the memo ? Marketing / supplies
5. Who will prepare the purchasing order ? Purchasing / Marketing Dept

ANSWER ITS, PELASE .

1. WHAT DID Ms. Shibata order ?
2. How much /many does she want ?
3. Who will pay ?
4. Who will receive the order ?
5. Who will receive the bill ?
6. When does she need the order ?
 The body of an Order memo

WHAT : WHAT DO YOU WANT TO ORDER ?

HOW : HOW MUCH/HOW MANY DO YOU WANT ?
WHO :
WHO WILL PAY ?
WHO WILL RECEIVE THE ORDER ?
WHO WILL RETCIEVE THE BILL ?
WHEN : WHEN DO YOU NEED YOUR ORDER ?
 Purchase Order Peter Rekowski prepared it !
AE Construction Purchase Order
35 Hasel Wood Ship Prepaid*Add all delivery charges on invoice
Logan ,Utah 6354 *** Not to exceed $ 1000,00***
801-877-777

Vendor : Executive Office Supplies Ship To : Yuki Shibata, Marketing Department

17 Watergate Plaza ( use above address unless otherwise indicated)

Reference ; P.O.02-3450-6 Bill To : Purchasing Department

( use above address unless otherwise indicated)
Delivery Date : ASAP

Item Stock Number Quantity Unit Cost Total Cost

Copy Paper C 9837 4 Ctns $ 54,95/2 $ 109,90

Pens, Black P 4344 12 doz $ 22,45 /doz $ 269,40

Pens, Red P 5633 6 doz $ 22,45 / doz $ 134,70

Paper Clip, Large C4758 5 boxes $ 1,95 $ 9,75

Subtotal $ 523,75

Shipping/handling $ 52,38
10%
TOTAL $ 576,13
 Prepared by : Peter Rekowski Approved by : Y. Shibata Marketing
Date Prep : 4/16/94 Date Approved : 4/16/94

Cc : Y. Shibata, Marketing / Accounting / Purchasing

Complete the answers.

1. What supplies is Ms. Shibata ordering ? ..
2. Which company is he vendor ?......
3. Which department will receive the bill ?....
4. Which department will receive the supplies ?....
5. How much is the total cost ? .
6. What is the unit cost for the paper ? .
7. How much is the shipping / handling ?...
Cover letter (model : order)
This letter mailed with purchase order, sometime.
EA CONTRUCTION
35 hazel wood terrace
Logan, Utah 70775
April 17th ,1994

Executive Office Supplies

15 Watergate Plaza
New Orleans 70337

Ref : P.O. 02-3450-6

Dear Sir or Madam :

The purchase order referenced above is enclosed.

Please process the order as soon as possible. If you have any questions, please contact me or Yuki Shibata,in the marketing
Department at (801) 561-3210.

Thank you for your prompt attention.

Sincerely,

Peter Rekowski
Purchasing Assistant

Enclosure
 Answer the questions.
1. What is enclosed ?
2. When should the order be processed?
3. How should Peter R be contact ?
4. Who does Mr. Rekowski work ?

Body of a purchase order cover letter

Purpose : cover the Purchase order I have enclosed the
purchase Order 645-5.
Purchase Order 645-5 is
enclosed.

ACTION : Tell what you want Please process the order

ASAP
Kindly fill the order

POLITE EXP Thank the reader Thank you for your assistance
Thank you for your attention
 Letters of Acknowledgment

The following letters acknowledge the

receipt of various items.

Useful Key Phrases ;

I hereby acknowledge the receipt of the following
documents...
I am acknowledging receipt of...
It will be brought to his attention immediately upon
his return.
If I may be of any assistance..., please do not
hesitate to call.
 Example Letters
Acknowledgment Of Receipt
[date] ACKNOWLEDGMENT OF RECEIPT
I hereby acknowledge the receipt of the following documents
from the firm of [firm] :
____________________________
[Signature of Client]
Acknowledgment Of Letter
Dear ______
Because ______ is out of the office for the next two weeks I
am acknowledging receipt of your letter dated May 20, l983.
It will be brought to his attention immediately upon his return.
If I may be of any assistance during Mr. Jones' absence,
please do not hesitate to call.
Yours Sincerely,
 Acknowledging an order
Executive Office Supplies
15 Watergate Plaza
New Orleans,70116
504-736-5223
April 22nd 1994

Yuki Shibata
Marketing Department
A&E Construction
35 Hazel Wood Terrance
Logan, Utah 83465

Dears Ms. Shibata

We receive your purchase order 02-3450-6 April 22nd ,1994.unfortunetely, the item bellow is not stock:
Item No :P4344 Pens ,Black
We will backorder this item and ship it within three(3) weeks.

The rest of your order is being processed and will be shipped by Monday, April 25 th .

We appreciate your business and look forward to serving you in the future.

Sincerely yours

Jhon Peter
Shipping clerk
 Body of acknowledging an
order
Opening acknowledge the order we received your Purchase order
645-5 by fax. Or..
thank you for your recent order
Purpose state problem, if any unfortunately, copier paper
out-stock . Or..
we are unable to fill your order at
this time.
Action provide solution to we will back order the paper. Or..
the problem may we use substitute another
type of paper?
Polite thank the reader we appreciate your business. Or..
expression thank you for the opportunity to
serve you.
 Answer the question !
1. Where does Jhon work ?
2. Who order the supplies ?
3. Who is the address ?
4. When was the letter sent ?
5. When was the P.O. received ?
6. Are the paper clips in stock ?
7. What is out of the stock ?
8. Are they on back order ?
9. When will they be sent ?
10. When will the rest of the order be shipped ?

Complete the blank !

You are the shipping Clerk for Witts Office Supplies. it is your job to
acknowledge orders. Write your reply using the information bellow and
words from the box.
Purchase Order No: 0092959
Order sent by Mr. R. Spruce Business Desk You Process
Telephone Sales
2975 West 80th Drive
Colorado Drive Yours Shipped
Denver, Co 80221 Dear February Order
Order written on : 12/13/93 December Mr. order
Order received on : 12/15/93
Status of order : in process; to be shipped by 1/7/93

Out-of stock items : Item No : C-342,Conference desk

New Shipping Date : 2/28/94

Dewitts Office Supplies

653 Fifth Avenue
Palm Spring, California 90078

December 20th, 1993

1..R. Spruce
Telephone Sales
2975 West 80th 2.
Denver 380221

4 Mr. Spruce
We received your Purchase.5.00929596
15,1993. unfortunately, the item below is not in stock :..7.
Item No : C-342 conference..8
We will back..9.this item and ship it by10.28th ,1994

The rest of your order is being.11.and will be .12.by January 7th,1994.

We appreciate your 13. And look forward to serving 14..in the future.

Sincerely..15..

16.
Shipping Clerk
 Complaint Letter to Send to a
Business

When writing a complaint letter you should:

Consider using the Sample Complaint Letter template
Explain what happened and include copies of receipts, invoices,
contracts or other relevant documents. Do not send originals
Be specific about what you want the business to do to resolve the
problem, whether its a return, refund, discount, a coupon or
something else
Keep the letter brief and to the point
Be firm but polite
Type it, if possible, or make sure your handwriting is neat and easy
to read
 Sign it, date it and keep a copy of it
Consider attaching the Notification of Customer
Complaint with your letter
Keep a record of its delivery. For example, if you
hand-deliver the letter, ask a friend to come with
you and make a note of who came with you and
when the letter was delivered. Or, send it by
registered mail, e-mail or fax it with confirmed
delivery
Give the business a reasonable period of time to
process your complaint, but specify the date by
which you want a response. The Ministry
considers about three weeks sufficient time for a
business to respond.
 Complaint About Service
[Your Name]
[Street Address]
[City, ST ZIP Code]
[DATE]
[Recipient Name]
[Title]
[Company Name]
[Street Address]
[City, ST ZIP Code]
Dear [Recipient Name]:
This letter is to complain about service I recently received from a [Company Name]
customer service representative named [Representative Name].
I called [Company Name] on [date] to find out how to deal with a problem Ive had with
[product or service]. After I had been on hold for several minutes, [Representative
Name] came on the line. I had to explain my problem to him several times because he
did not seem to be listening and therefore asked me the same questions repeatedly.
[Representative Name] put me on hold for several minutes, and then returned to say he
could not help me? Needless to say, I was quite frustrated.
I expected a much higher level of service from your company, and I am quite
disappointed. Because I do not want to spend any more time on this problem, I am
[returning or cancelling] [product or service] immediately, and I expect a full refund. I will
be informing my friends and family about this experience.
Sincerely,
[Your Name]

 Complaint About Goods And Service

[Your Name]
[Street Address]
[City, ST ZIP Code]
[DATE]
[Recipient Name]
[Title]
[Company Name]
[Street Address]
[City, ST ZIP Code]
Dear [Recipient Name]:
Im enclosing a copy of my order, dated February 17, for crystal stemware: eight 11-ounce goblets, eight 5-1/2-
ounce wine glasses, and eight 7-ounce champagne glasses. As you will see, these pieces were to be
monogrammed "G" in Old English lettering, and delivery was requested not later than June 15.
Well, John, here is what happened:
The stemware was finally received June 28. Because I became anxious about delivery before the wedding (for
which the stemware was to be a gift), I telephoned your customer service department twiceJune 4 and June
11and in each case was assured that delivery would positively be made by June 15.
The monogram on the stemware was "C" in block lettering.
Two of the wine glasses were cracked.
I think you will understand, John, why I am upset at the manner in which this order was handled. My excuses
and apologies to the customer (an aunt of the groom) are of no comfort; to her, the incident was "terribly
embarrassingunforgivable, and I confess that I agree with her". I did persuade her not to cancel the order
simply because there were no other gifts of this nature, but I had to promise very fast delivery.
Obviously, you know what must be done: Get the right stemware to me as fast as you can? I'd like to save this
good customer, and if you don't turn handsprings to expedite delivery, I don't have a prayer. But let me know so
that, if necessary, I can make other arrangements.
Incidentally, John, the ironstone is going very well. If you're bringing out new patterns, be sure to let me know.
Sincerely,

[Your Name]
[Title]
Enclosure
 References
Dugger, Jims ;Business Letter for Busy People, Golden Books
Centre SDN, BHD,Kualalumpur,2000.
Budiman,Arief dkk, ; Surat menyurat senior : Business Modern edisi
lengkap,Pustaka Setia,Bandung,1990.
WIT & Erhans,DR ; International Business Letter,PT.Encotara
Rajawali Jakarta,Cirebo, 2000.
Toto,SH ; Business Correspondence for office.Jakarta,2003.
Mageth,Bey ; Tehnik Menulis ; surat business dalam Bahasa
Inggris, Pionir Jaya Bandung, Bandung,1990.
Gartside, L ;Model Business Letter 3rd Edition, The English
Language Book society and Macdonald and Evans
Ltd,London,1981.
Padji,Drs,MA dkk; Daily personal Letters, Yrama Widya,
Bandung,2003.
Abdulah, Anwar; Surat Menyurat : Business Modern Bahasa
Inggris,Gemageng Iktiari,Jakarta,2006.
 English for Practical Correspondence
Student (internal use only)

Composed by:

Selamat Juarsa

Sekolah Tinggi Manajemen

Informatika dan Komputer
Cilegon
2006
INDONESIAN MODERN OFFICE EQUIPMENT LTD .Mr.
William C. Parker. Badung 2090, Indonesia. Thank you for your
letter 12th September 2005, enclosing your catalogue, price list and
terms of payment. Pro-forms invoice. We have studied your
catalogue very carefully and are very pleased with the quality of
typewriters your offered. Your ref : MP / CD / 21. Subject :
Purchase Order No 1675 T JL. Samudra Raya no 345 A

Our Ref : AM / L / 2B .We enclose our official purchase order and

shall pay for the typewriters by bakers transfer on receipt of your.
May 27th,2006. Your sincerely, International Cooperation Ltd
21 Kyoto Boulevard. Dear Mr. William,. Allan P.Lamsil. Enc : 1.
Sales Manager. Tokyo 20001. Mr. William, Japan