Jumat, 02 Desember 2011

ENGLISH CORRESPONDENCE


  • Why we must use English correspondence ?

ü  To keep in touch with the buyer , business associates
ü  It’s the written speaking to make the reader understand our language and aim.
5 unsure in the English correspondence :
    1. Complete
ü  Heading
ü  Date line
ü  Inside address
ü  Salutation
ü  Body letters :
1.    greeting
2.    main points
3.    closing
ü  Complimentary close
ü  Signature
ü  Name written
    1. Clear
    2. Correct interns of language
    3. Consice
    4. Courtesy

A.   Letter of Inquiry
            Letter of Inquiry is letter to ask about the goods from the information or data we got.
The content :
ü  How do you obtained the info about the goods
ü  Mention brief there is a demand
ü  Ask them to send the leaflet  sample price, first etc
ü  Closing ( You need a first answer or reply )
Example :
                                                    “ Orchid ” store
                                              Jalan ijen 91 B Malang
                                                                                                  February 9, 2009
Mr . Alex gracive
Managing Director of
Fournier & Cie
Sunset store
S193AG England

Dear Mr,
            My company has information from magazine about the goods product in your company. My Company interested with your product .
            We interested with your product such as computer and camera. My company want information more complete kind of computers and camera product from your company
            We hope your company to send the leaflet sample and price list of course. We hope your reply mot to long.
Yours sincerely,


 


Sofya Dwi F
Managing director
 

B. Reply letter of Inquiry  
            Letter which to use answer about the letter of inquiry which has sent before.
The content is:
ü  Thank to the inquiry letter
ü  State that you have supplied what do they want
ü  Give information the other product
ü  Encourage the costumer to buy
ü  Closing
Example:
“Sunset” store
Jalan Rose S193A England
                                                                                       February 11, 2009
 Mrs . Sofya Dwi F
Managing director
“Orchid” store 
Jalan ijen 91 B
Malang
           
            Dear Mrs. Sofya Dwi F,
                        Thank you for your inquiry letter who received on February 9, 2009. About your order, we will prepare some information and we have sent soon. We guarantee if Mrs. Sofya can get complete information from our company.
                        At this time, our company have new product look like LCD TV, and CPU 3D, and booklet our will send with your order information. Because our new product in promotion, if you interested you will get discount 40 % but only until February 18, 2009 .
                        I think enough for my information. I hope your company can cooperate with our company. Thank you for your attention.

                                                                                                            Yours faithful           



                                                                                                         Mr. Alex gravice
       Managing  Director
                       

 


C. Letter of Order
            Letter of order is a letter which to use to ask some materials or goods from the supplier.
The content is:
ü  A brief account of acknowledgement letter or information how to abstains to company address
ü  Say there is possible demand your area
ü  Give date line
ü  Alternative if the goods are not available 
ü  Waiting for the execution goods ordered





Example:
 

“Beauty” Shop
Jalan Mohammad Tamrin 23
Surabaya
                                                                                                            March 12 , 2009
Mrs. Deborah S
Managing Director
Sophi Martin
Post Ofice Box 24389
Little Rock, AR 72221
France  

            Dear Mrs. Deborah ,
                        My shop is gotten your company from your private blog in internet. I am very interested to your product because it has good quality and price is cheap.
                        Now my shop went to order your product such as:

No
Quality
Details
Price
Total
1.
50 pieces
Mascara cat. No. 23
$ 10
$ 500
2.
20 pieces
Nail polish cat No. 02
$ 15
$ 300
3.
25 pieces
Jacket cat  No. 51
$ 250
$ 6250
4.
10 pieces
Women Blouse cat No.2
$ 200
$ 2000
                        We hope you can send my goods ordered before March 19, 2009, because our stock over limited.
                        If the goods ordered, catalogue No. 02 for Mascara are not available, we cancelled to order it. Finally, I am waiting for the execution of the order. Thank you.
                                                                                                Yours sincerely,

                                                                                                         Nora
                                                                                           Purchasing department

D. Letter of Complaint
Letter of complaint use if our good ordered has been damage, different quality, less etc.
The content is:
ü  Tell you have received the good ordered
ü  Tell what was going on after checking the goods ordered
ü  Advice them to received your suggestion
ü  Ask the prompt reply



Example:
“Daily” shop
Jalan house londo 40
Jakarta

                                                                                                January 24, 2009
Mr. Indra bekti
Managing marketing
Post Office Box 65111
Bandung

            Dear Mr. Indra,
                        We want to say thank you about our good ordered was until on time. But after our checked our goods ordered, we find some hole in umbrella and also rain coat part of arms and shoulders.
                        We hope your company can replace soon our goods ordered and also we hope that not happen again.
                        We waiting  for the replace not to long and thank you for your cooperate.

                                                                                                             Yours sincerely,


 



                                                                                                               Rendra agung
                                                                                                                   Director
 



E. Reply letter of complaint 
Letter which to use answer about the letter of compalint which has sent before.

The content is:
ü  Acknowledging receipt of a complaint letter
ü  Apology for the error or fault
ü  Accepting complaint
ü  A short explanation of the fault
ü  Investigation to be made
ü  An offer to take goods back, make a replacement, give discount etc.
ü  A concluding paragraph aiming at retaining the goodwill of the costumer
Example:
 

Fashion store
Jalan refresh 33
Surabaya
Mrs. Alexandra                                                                     March 27,2009
Managing marketing
Post Office Box 65118
Banjarmasin



Dear Mrs. Alexandra,
                        Thank you for your letter of March 25, 2009, regarding problem with a consignment that was recently sent to you. We must apologize for the error made by error store.
                        We have investigated , we found that your good ordered T-shirt the totals are less 10, shirt the color are faded and jeans the size are different with the order the circum was caused by our own mistake. We have replacement your goods ordered. We assure you that this will not happen again.
                        We look forward to receiving your further orders, and thank you.
                                                                       
                                                                                                            Yours faithful,



Ira andara
 Managing





Tidak ada komentar:

Posting Komentar