- 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 :
- 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
- Clear
- Correct interns of language
- Consice
- 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 
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