a. Writing a cover letter/application letter
1. Complete the sentences in this letter. Use the job advertisement and the words below.
| Tribun Jogja |
| July 2, 20- File clerk wanted. Must have high school degree. Send resume to Mr. Fixantio Hadiansyah, Human Resource Director, Adi Sucipto International Airport, Yogyakarta 58282. |
| Applying | Forward | Part-time | Resource |
| Enclosed | Interview | Position | sincerely |
……………………………
……………………………
……………………………
July 17, 20__
Mr. Fixantio Hadiansyah
Human (1) ……………………… Director
Adi Sucipto International Airport, Yogyakarta 58282.
Dear Mr. Hadiansyah:
I am (2) …………….. for the position of file clerk that was advertised in the July 2nd Tribun Jogja.
I worked as a (3) ……………file clerk after school for three years. Now I am looking for a full-time position. I have (4) …………… my resume, and I would like to schedule an (5) ……………
I will call you early next week to follow up on my application. I look (6) …………… to discussing this (7) …………… with you.
(8) ……………yours,
…………………………… (Write your name here.)
……………………………(Print your name here.)
Enclosure
2. write a cover letter for your CV you submitted as assignment from the previous unit! Pay attention to the rubric below!
| Criteria | Excellent | Good | Satisfactory | Minimum |
| Presentation format | Typed/ computer generatedVisually appealingBusiness letter format consistently usedBusiness-like font, 10-12 point size used | Typed/ computer generatedClean and neatBusiness letter formatBusiness-like font, 10-12 point size used | Typed/ computer generatedClean and neatBusiness letter formatinappropriate font or point size | Typed/ computer generated, faint or smudgedBusiness letter format not usedinappropriate font and point size |
| Points | 10 | 9 | 8 | 7 |
| Content-Introduction | includes proper salutationOpening paragraph establishes a purpose and details position applying for | includes proper salutationOpening paragraph establishes a purpose and states position applying for | includes salutationOpening paragraph states position applying for | Salutation missing for improperDoes not state position applying for |
| Points | 10 | 8 | 7 | 6 |
| Content-main body | Elaborates on skills for positionExplains how she/ he will be valuable to a companyQualifications highlight education, experience, and training | skills relate to positionExplains how she/ he will be valuable to a companyMentions education, experience, and training | skills relate to positionMentions education, experience, and training | skills do not relate to positiondoes not mention education, or experience, or training |
| Points | 10 | 9 | 8 | 6 |
| Content-closing | Includes well-written statement of appreciation Request for interview with specific contact detailsMentions Resume/ CV | Includes statement of appreciation Request for interview with contact detailsMentions Resume/ CV | Includes statement of appreciation Request for interview with contact detailsNo mention of Resume/ CV | No statement of appreciation Closure does not include request for interviewNo mention of resume/ CV or contact details |
| Points | 10 | 8 | 7 | 6 |
| Spelling & Grammar | No spelling errors No grammar errors | 1-2 spelling errors1-2 grammar errors | 3-4 spelling errors3-4 grammar errors | 5-6 spelling errors5-6 grammar errors |
| Points | 10 | 8 | 6 | 5 |
b. Replying to a job applicant
The human resource department at Web Discount Bandung Corporation wants to interview only those applicants who have all three of the listed skills. Interviews should be scheduled on July 7 for one hour, between 10:00 A.M. and 2:00 P. M. On a separate piece of paper, write an acknowledgment letter to one of the applicants. Then write an interview letter or a rejection letter for the applicant.
APPLICANT LOG
| Skill | Skill | Skill | |
|---|---|---|---|
| Job Title: Client Services Coordinator Company Name: Web Discount Bandung Corporation | High school or business college program | Two to four years of experience | Word processing and database experience |
| Budi Hartono Jl. Srikandi, Sekar Sari Residence, Ubud, Bali | Yes | Yes | Yes |
| Maria Pertiwi Jl. Padaasih, Sukabumi Regency, West Java | No | No | Yes |
c. Writing customer relation letter, such as letter about change in company address, product promotion, and product recall
Letter Practice on Writing Customer Relations Letters
Complete the sentence in this letter. Use the words below!
| attendees | complimentary | extend | location | meeting |
| business | considered | facilities | longtime | opportunity |
VISTA PRIX
CONFERENCE CENTER
Jl. Malioboro 119 Kota Yogyakarta, Special Region of Yogyakarta 55231 Indonesia
Tel: 0274-77543 Fax: 0274-77544
Mr. Rizqi Trinanda
Events Planner
The Lamar Companies
Jl. A.M. Sangaji 75
Tegalrejo, Sleman
Special Region of Yogyakarta 55641
May 4, 2020
Dear Mr. Trinanda:
TheVista Prix Conference Center is again open for (1) __________________. We are excited to announce our new (2) __________________ in Bar Harbor. We would like to (3) _________________ an invitation to visit us and meet our new director, Ms. Indah Hanandya. We hope all of our (4) _________________ customers will join us.
We invite you and a guest to our (5) ______________ Sunday brunch. This way, you can see first-hand why the Vista Prix is (6) _______________ the best conference facility on the coast.
While you are here, visit Tech Avenue, where conference (7) _______________ can check e-mail or lise computers for a minimal fee. Thanks to our customers’ highly valued comments, the Vista Prix knows what it takes to be the best conference center, and is now able to offer you the finest (8) __________________.
We want the Vista Prix Conference Center to be the spot for your next (9) ________________ . We look forward to the (10) _________________ to host you here at the Vista Prix.
Yours truly,
Dimas Satrio
Dimas Satrio
Customer Service Manager
On a separate piece of paper, write a letter for one of these customer relations situations. Make up any specific information that is missing, such as the date the shipment was sent. Look in your local telephone book or on the Internet for names and addresses to use in your letter.
| Jaya, Please send a note to all customers about our change of address. Ensure them that our commitment to prompt, effective service hasn’t changed. Suli |
| Date: August 03, 2020 14:25:20 To: Ayla_amizah@allcomp.net From: Axel_putra@allcomp.net Subject: Trade Fair Invites |
| Ayla, -Send a note to all customers with accounts over $4,000 last year -Invite them to stop by our booth at the Seoul trade fair -Send a free gift with this letter. Axel |
d. Writing employee relation letter, such as letter of reference, employee announcement, and letter of introduction
Letter Practice on Writing Employee Relations Letters
On a separate piece of paper, write an employee relations letters for one of the following situations.
1. Write a letter of reference for one of your co-workers or classmates. Use real descriptions and specific examples of his or her work and work habits. (You don’t have to use his or her real name.)
2. Write an e-mail announcing a new employee. The new employee is you. Use information about yourself in the e-mail.
e. Writing personal business letter, such as letter expressing thanks, letter expressing congratulations, and letter expressing condolences
Letter Practice on Writing Personal Business Letters
Write a personal business letter for one of the following situation.
Death Notice
DIED May 15,
KOVALENKO Peter,
Owner/manager of Siberian Minerals in Moscow.
Survived by Wife, Natasha, and four daughters, Svetiana (22),
Please draft a sympathy note to Natasha.
Gregor
| Subject: Congratulations Date: Oct 14, 2020 19:15:11 To: shiw@mail.com From: sueann@mail.com |
| Pressman, the Hong Kong printer, is celebrating its 50th anniversary next month— can u draft a note of congrats? Mention their timely service and detailed communication w/ customers. |
f. Requesting a service
Write a letter requesting a service based on the following context.
Jan Turner, a meeting planner at Arrowhead East Conference Center, has kept a log with information from the letters requesting a service. Pretend that you are the assistant to one of the contact people below. Use the information in the log to write a letter requesting service to Jan Turner. Remember to put your initials at the bottom of the letter after the contact person’s initials.
| Company | Hard Rock Radio | Four Seasons |
| Contact Person | Agustina Nycta | Ferdy Akbar |
| Address | Cakrawala Tower, Jl. M.H. Thamrin No. 9 Jakarta 10340 | Capital Place, Jl. Gatot Subroto No.Kav. 18 Jakarta 12710 |
| a.nycta@hardrock.com | Inq@hanoistar.net | |
| Phone | (021) 3908471 | (021) 22771888 |
| Rooms Required | ||
| Large | 5 | |
| Small | 5 | 25 |
| Audiovisual Equipment | ||
| Computer Projection System | 5 | 5 |
| Microphone | 5 | |
| Speakers | 5 | |
| Slide Projector | 10 | |
| Overhead Projector | 10 | |
| Monitor/NCR | 5 | 25 |
| Equipment | ||
| Tables: 6′ rectangular | 10 per large room | |
| Tables: 4′ round | ||
| Podium | 5 | |
| Flipchart | 5 | 25 |
| Catering: Dates/Number of People | ||
| Lunch | Sept. 17/50 | |
| Dinner | Sept. 16/50 | |
| Breaks | Sept. 16 P.M./50 |
g. Confirming a service
Write a response to one of the following requests for service.
| Client A | Client B | |
| Ms. Jasmine Adyla LINE Indonesia The Energy Building 17th Floor SCBD Lot 11A Jl. Jend. Sudirman, Senayan, South Jakarta 12190 Indonesia | Mr. Julian Mahardinata PT Philips Jl. Cakung Cilincing Tim. No. 121 Cakung, East Jakarta 13910 Indonesia | |
| Requests | ||
| Client A | Client B | |
| Purpose | seminar | conference |
| Dates | March 10 | March 11-12 |
| Number of participants | 20 | 300 |
| Room reservations | 1 large 3 small | 2 large |
| Audiovisual | computer projection | speakers and microphone |
| Equipment | four 4′ round tables | chairs in theater style |
| Catering | lunch | none |
h. Writing claim/complaint letter
Complete the Shipments Received Log below. Then, write a claim letter to New Tech Answers Indonesia, Marvel Jakarta Solutions, or Furniture Future Yogyakarta. You may use your address for the companies.
| To: Muh. Cakra/Shipping <muhcakra@cempaka.net.ca> From: Budi Hartono/Purchasing <budihartono@cempaka.net.ca> Subject: Receivables Date: May 7, 2021 10:55:40 | To: Budi Hartono/Purchasing <budihartono@cempaka.net.ca> From: Muh. Cakra/Shipping <muhcakra@cempaka.net.ca> Subject: Re: Receivables Date: May 7, 2021 11:25:50 |
| Cakra, this is the second package. I’ve received this week that is wrong. Doesn’t anyone read our POs? New Tech Answers Indonesia made two big mistakes. They sent the wrong manuals and they got the invoice wrong. Yesterday, we received only one copy of the word processing software from Marvel Jakarta Solutions. We ordered three copies, and they hilled us for three! | I’m also having problems with incorrect orders. Marvel Jakarta Solutions has big problems in their shipping department. I ordered BookBest, their new accounting software, and they sent me two copies of GolfBest. Then, Furniture Future Yogyakarta shipped a bookcase without the shelves! |
SHIPMENTS RECEIVED LOG
| Vendor | Ordered | Date (mo./day) | Received | Date (mo./day) | Comments |
| New Tech Answers Indonesia | 1 Manual TM-0053-3 1 Manual TM-0056-7 | 4/1 4/1 | 2 Manual TM-0035-3 | 5/7 | Invoice received for US$32.50; should be Can$32.50 or US$22.18. |
| Marvel Jakarta Solutions | 3 Word processing software | 5/2 | (1) | (2) | Request they send two more copies of word processing software. |
| Marvel Jakarta Solutions | (3) | 4/10 | (4) | 4/14 | Return Golf Best; request BookBest |
| Furniture Future Yogyakarta | (5) | 4/11 | (6) | (7) | Request they send missing shelves. |
i. Writing adjustment letter
Complete the adjustment log below and write an adjustment letter to Bandung Best Ads Online, Bali Empress Trading, Nusantara Hardin Shipping, Merrywood Sari Hotels, or Anggrek Virtual Plan. You may use your address in the letter.
| To: Dharma Dipa <dharmadipa@newtechanswersindonesia.com> From: Sri Anggun <srianggun@newtechanswersindonesia.com> Subject: Returns Date: May 15, 2021 12:30:45 | To: Sri Anggun <srianggun@newtechanswersindonesia.com> From: Dharma Dipa <dharmadipa@newtechanswersindonesia.com> Subject: Re: Returns Date: May 15, 2021 15:15:51 | |
| Why are we getting so many returns? Bandung Best Ads Online returned four manuals-old editions; Bali Empress Trading sent back the accounting package-damaged CD-ROM; Nusantara Hardin Shipping wants us to replace the tracking software with the newest version. What’s going on here? Who’s filling these orders? | It seems our customer service department’s order software was not updated. The latest versions of our products were not put into their systems. That’s why Bandung Best Ads Online got out-of-date manuals and Nusantara Hardin Shipping got out-of-date software. We’re sending them new versions, plus a 10% discount coupon on their next order. I don’t know why Bali Empress Trading’s accounting CD-ROM was damaged. Merrywood Sari Hotels and Anggrek Virtual Plan also returned damaged CD-ROMs. I’ll check into it. In the meantime, I’m sending each of them a replacement CD-ROM and a complimentary training video. |
ADJUSTMENT LOG
| Client | Bandung Best Ads Online | Bali Empress Trading | Nusantara Hardin Shipping | Merrywood Sari Hotels | (1) |
| Claim | • old editions of manuals (four) • incorrect invoice | (2) | (3) | damaged accounting CD-ROM | (4) |
| Adjustment | (5) | (6) | Sent new version with CD-ROM with a 10% discount | (7) | Sent replacement complimentary video coupon |
j. Requesting information
Pretend that you are a major distributor of one of the following products. Write a letter requesting more information about the product.
| Source | March 15 Print Media Indonesia | Web site |
| Company | Manfrotto Indonesia | Metia Mobile Technology |
| Product | digital video camera | satellite phone |
| Model | EZ-Con | GBX 14 |
| Availability | summer | now |
| Features | PC connection 5 hours of video JPEG compression self-timer? type of batteries used? | weight? dimensions? |
| Price | ? | $1 ,348.95 |
| Sales discount | ? | ? |
| Promotional information | ? | ? |
| Sales contact info | local sales representative | Ms. Freya Azzanira |
k. Providing Information
Reply to the letter that you wrote about requesting information in the previous exercise. Make up the prices, sales discounts, and information about the promotional materials.
i. Ordering Supplies
Complete the sentences in this letter. Use the words below.
balance Delivery following order
concerning enclosed items submit
SiCepat
Jl Nangka No. 6 Pamulang,
Tangerang 18482
Phone (021) 8128778
Fax (021) 8128778
May 18, 2021
Ms. Mabela Damayanti
PT Atlas Copco Indonesia
Kawasan Industri Cikarang
Cikarang 19367
Dear Ms. Mabela:
I am enclosing Purchase Order A-53 for the (1) ____ _
office supplies:
10 boxes of printer paper
5 boxes of #10 envelopes
We would like these (2) ______ delivered no later than Monday afternoon. (3) ______ instructions are on the (4) ______ purchase order.
As usual, please apply the total of this (5) ______ against our credit line. We will pay the (6)_______ at the end of the month when you
(7) _______ an invoice.
If you have any questions (8) _______ our order, please do not hesitate to contact me.
Sincerely yours,
Bobby Hendrawan
Purchasing Supervisor
Enclosure
j. Confirming an order
On a separate piece of paper or Word document, write an email to confirm the orders listed in one of the following order logs. Look in your local telephone contacts or on the internet for names and addresses to be used in the email.
| Purchase Order A54312 |
| Item Ordered | Stock Number | Status | Action |
| COSRX Acne Treatment Gel | CX-896 | in stock | Shipped on Friday. |
| Romand Lip Tint Shade#Sixtysix | RM-172 | out of stock | In the phone conversation yesterday, client agreed to change the Shade#Sixtysix to Shade#Fortynine; to be shipped on March 5. |
| Purchase Order Code X90-1 |
| Item Ordered | Stock Number | Status | Action |
| Emina Bright Stuff Loose Powder | EA-667 | back ordered | Called the client; promised to ship on February 17. |
| Wardah EyeXpert Staylast Liquid Eyeliner | WH-854 | in stock | To be shipped tomorrow. |
k. Memo
Prepare a memo for this situation:
As administrative assistant to the president of Conway Products, Inc., it is your responsibility to make reservations at a local restaurant for the annual Christmas party. Because of the high cost per person, you would like to have as accurate a guest list as possible. Therefore, write a memo using standard memo format to all the employees requesting that they let you know by February 5 whether they plan to attend.
l. Writing reminder/collection letter
On a separate piece of paper, write a letter to Cendana Industries or Sobat Belanja.
Use the information in the chart below.
- Write a collection letter to Cendana Industries about the June 30 invoice.
- Write a collection letter to Sobat Belanja about the May 30 invoice.
| Client | Invoice(s) sent | Check rec’d | Reminder sent |
| Cendana Ind. | May 30 June 30 July 30 | June 30 | |
| Sobat Belanja | May 30 July 1 | August 18 | July 15 |
m. Replying to reminder/collection letter
Letter Practice 1
Complete the sentence in this letter. Use the words below.
accounts check issued stop
authorization installments policy track
ZALORA Indonesia
Menara Bidakara
Jl. Gatot Subroto No. 71
Tebet, South Jakarta 12870
February 14, 2021
Ms. Chelsea Karenina
Manager, Purchasing Department
PT Ilham Pratama
Jl. Percetakan Negara No. C230
Cempaka Putih, Central Jakarta
Dear Ms. Chelsea:
We received your reminder for payment on invoice #140-4511.
As you know, it is our standard (1)_______________ to pay all (2) _____________ in full within 14 business days. As I discussed with Arnetta Noor, we (3) ____________ a (4) _____________ for this account just six days after receiving your invoice. However, when we realized that our order had been incorrectly filled, we put a (5) ________________ on that payment.
At this point, I will ask for (6) ___________ to pay this invoice in (7) __________, which will be paid as the corrected shipments arrive to us.
We appreciate your patience while we (8) ___________ the source of the unfortunate confusion.
Sincerely yours,
Jeremy Michael
Jeremy Michael
Accounting Manager
Letter Practice 2
Karina Edelyn sent a reply to a collection letter. She made ten errors. Find the errors, and write the correct word or punctuation above the errors.
PT Indofood Sukses Makmur Tbk
Jl. Kampung Jarakosta No. 1
Bekasi, West Java 17520
Indonesia
December 14, 20__
Randy Aprillio
PT Deugro Indonesia
GKM Green Tower 15th Floor Unit1 5-02
Jl. TB. Simatupang Kav.89G
Kebagusan, South Jakarta 12520
Dear Mr. Randy:
Thank you for your remind about invoice 2508-05 with $1,654 due.
Enclosed is the full payment. We have not received the original invoice still. While this was the fifth reminder your December, 12 note was only the second we received.
For our accounting purposes we would like to receive an invoice for this account. It very would be helpful if you could send this and all future invoice by e-mail. You can already send end-of-year statements by mail. Please send the invoice before December 31.
Thank you for your attend to this matter.
Sincerely Yours,
Karina Edelyn
Karina Edelyn
Vice President, International Accounts
Letter Practice 3
On a separate piece of paper, write a letter replying to one of these collection situations. Look on the internet for names and addresses to use in your letter.
Situation 1
July 23, 20__
Dear Ms. Alysaa:
Please see the attached list of your current invoices. We have not yet received your payment for invoice #31011, dated May 30, 20__.
According to our policy, all accounts are due in full within 31 days.
Please do not hesitate to contact me if you have any questions.
Niana Verdila
Accountant
Situation 2
Date: September 18, 20__ 20:22:53
To: abiyyu_r@tokopedia.mail.com
From: hanaaliyah@tokopedia.mail.com
Subject: August Payments
Abiyyu,
Please draft a note to Indofood explaining that our authorization process for invoices over $10,000 is taking longer than usual. Don’t tell them it’s because we fired two accountants. Let them know that we will pay invoice #0311-15 as soon as possible.
Hana