- Writing a cover letter/application letter
- Replying to a job applicant
- Writing customer relation letter, such as letter about change in company address, product promotion, and product recall
- Writing employee relation letter, such as letter of reference, employee announcement, and letter of introduction
- Writing personal business letter, such as letter expressing thanks, letter expressing congratulations, and letter expressing condolences
- Requesting a service
- Confirming a service
- Writing claim/complaint letter
- Writing adjustment letter
- Requesting information
- Providing information
- Ordering supplies
- Confirming an order
- Memo
- Writing reminder/collection letter
- Replying to reminder/collection letter
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The format of a piece of correspondence is the way it is organized and arranged. There are three formats for business correspondence: block, semi block, and indented.
The format includes how the letter is typed and where the margins are. A margin is the blank space around a letter. There are four margins in a letter: top, bottom, left, and right. The format and the width of the margins will depend on your office stationery and office style.
| Block | Semi-Block | Indented |
|---|---|---|
| This letter is written in block style. Everything begins at the left margin. This is called flush left. | This letter is written in semi-block style. Everything begins at the left margin, except for the date and the complimentary close and signature. | This letter is written in indented style |
- Writing a cover letter/application letter.
Practice 1
Circle the letter of the sentence that is most similar to the sentence in the Model Cover Letter above.
1. Opening
a. I am applying for the position of administrative assistant.
b. I need a job.
c. I saw your advertisement for an administrative assistant in the March 14, 2021 The Jakarta Post.
2. Focus
a. My work experience matches your requirements. I worked as an administrative assistant for two years.
b. I’m a quick learner. I’ve never worked before.
c. I have the skills required. I am familiar with word processing programs.
3. Action
a. I will contact you early next week.
b. I will call you on Tuesday morning to discuss the position.
c. I’ll be at home if you need me.
4. Closing
a. Looks good, right?
b. I look forward to working with NetLives.
c. I look forward to talking to you next week.
a. Writing a cover letter/application letter.
Examples of Cover Letter
b. Replying to a job applicant.
Example: Acknowledging Receipt of an Application
| From: Shinta Mulia <shintamulia@nettv.com> To: Harry Purnomo harrypurnomo@gmail.com Subject: NetTV Administrative Assistant Position Date: Mon, Jul 26, 20__ 09:15:20 | Heading |
| We received your application for the position of administrative assistant on July 23. | Opening |
| At this time, we are reviewing the resumes. We will contact all applicants that we would like to interview by July 30. | Action |
| We appreciate your interest in NetTV. | Closing |
Example: Requesting an Interview
| From: Shinta Mulia <shintamulia@nettv.com> To: Harry Purnomo harrypurnomo@gmail.com Subject: NetTV Administrative Assistant Position Date: Tue, Jul 27, 20__ 11:22:27 | Heading |
| After reviewing your resume, we are pleased to invite you for an interview for the position of administrative assistant. | Opening |
| Your interview is scheduled on Friday, July 30, at 09:00 A.M. Please come to the Human Resource Department of our main office. If that is not convenient, please contact me immediately to reschedule. | Action |
| We look forward to meeting you at NetTV. | Closing |
Example: Rejecting an Applicant
| From: Shinta Mulia <shintamulia@nettv.com> To: Lukas Pratama <lukaspratama@gmail.com> Subject: NetTV Administrative Assistant Position Date: Tue, Jul 27, 20__ 11:30:09 | Heading |
| Thank you for sending us your resume for the position of administrative assistant. | Opening |
| Unfortunately, your qualification do not match our needs at this time. We will keep your resume on file. If a position that matches your qualifications becomes available in the future, we will contact you. | Action |
| We wish you every success in your career. | Closing |
c. Writing customer relation letter, such as letter about change in company address, product promotion, and product recall.
Letter about Change in Company (Address)
| Date: Jan 05, 2020 09:14:30 To: k.gunadi@WiretexOne.com From: maria_husada@electronix.com Subject: Change of address | |
| As of March 1, we are moving our Malaysian office. | Opening |
| All accounts previously handled through Kuala Lumpur will now be managed through our new office in Singapore. Please note the new address: Electronix International South Bridge Road #08-03 Isle Plaza Singapore 058716 Tel: (65) 337 29 33 Fax: (65) 337 29 35 www.electronix.com | Focus |
| Your new account manager, Siling Wu, will contact you shortly to introduce herself and to answer any questions you might have. We look forward to working with you from our new office. Sincerely yours, MB Division Manager, Asia and Europe | Action |
| We look forward to working with you from our new office. Sincerely yours, MB Division Manager, Asia and Europe | Closing |
Letter on Product Promotion
| Date: Jan 03, 2020 10:34:15 To: k.gunadi@WiretexOne.com From: maria_husada@electronix.com Subject: New Year’s Promotion | |
| Our annual NewYear’s Promotion begins today! | Opening |
| Take an additional 15% off all orders placed on ourWeb site this month. The sale includes our new phones as well as our existing line of telecommunication products. | Focus |
| Go to http://www.electronix.com/product/promotion.htm for more information or call us at 1-888-555-5353. | Action |
| As a Gold Card customer, you are important to us, and we want to reward you for your loyalty. Remember that Electronix gives an unconditional guarantee on all products. But don’t wait-this special offer ends January 31. | Closing |
Letter on Product Recall
ELECTRONIX
INTERNATIONAL
Jalan Karang Taruna 5
Wirobrajan, Kota Yogyakarta
Special Region of Yogyakarta
Indonesia 32133
January 3, 2020
Ms. Karina Gunadi
Coolmail Now
Jl. Malioboro 189
Sosromenduran, Kota Yogyakarta
Special Region of Yogyakarta
Indonesia 56281
Subject: Product Recall
| Opening |
Dear Ms. Gunadi:
We are recalling the Photophone 642, which was shipped to you on December 5.
Parts of business letters in general consist of the following:
Additional information on salutations and closings in business correspondence
| Addresses | Salutation | Closing |
| Unknown gender | Dear ______: | Sincerely, |
| Unknown name | Dear Director: | Sincerely, |
| Corporation consisting of women and men | Ladies and Gentlemen: | Sincerely, |
a. Writing a cover letter/application letter
The body of cover letter generally has four parts.
1. Opening: Tell (1) that you are applying for a job and (2) the source of your information
2. Focus: Tell why you are suited for the job.
3. Action: Tell what you plan to do
4. Closing: Be positive
b. Replying to a job applicant
A letter of replying to a job applicant is usually short and direct. However, the tone is advised to be formal and informative. The body of a letter replying to a job applicant is generally divided into three parts.