A Type of
Formal Letters, Introducing, Conversation on Telephone and
Organization
Structures
Nama Kelompok :
1.
Adinda Putri (20217142)
2.
Nafisah Qoulbi (24217399)
3.
Rahayu Agriani (24217885)
4.
Rosidah Panjaitan (25217400)
5.
Yossy Rosalinda (26217307)
Kelas : 3EB15
Mata Kuliah : Bahasa Inggris Bisnis #
Dosen : Wahyu Budi
Fakultas Ekonomi
Universitas Gunadarma
PTA 2019/2020
Formal Letters.
A
formal letters is one written in a formal and ceremonious language and follows
a certain stipulated format. Such letters are written for official purposes to
authorities, dignitaries, colleagues, senior, ect and not to personal contacts,
friends or family. A number of convertations must be adhered to while drafting
formal letters.
Format
of formal letters.
·
Sender’s Address
The
senders address is usually put on the top right hand corner of the page. The
address should be complete and accurate in case the recipient of the letters
wishes to get in touch with the sender for futher communication.
·
Date
The
senders address is followed by the date just below it, i.e. on the right side
ofthe page. This is the date on which the letter is being written. It’s
important in formal letters as they are often on record.
·
Receiver’s address
After
leaving some space we print te receiver’s address on the left side of the page.
Whether to write “To” abouve the address depends on the writers preference.
Make sure you write the official title/ name/position etc of the recevier as
the fisrt line of the address.
·
Greeting
This
is where you greet the person you are addressing the letter to. Bear in mind
that it is a formal letter, so the greeting must be respecful and not too
personal. The general greetings used in formal letters are “Sir/Madam”. If you
know the name of the person the salutation may also be “Mr../Ms...”. but
remember you cannot address the obly by their first name. It must be the full
name or only their last name.
·
Subject
After
the salutation/greeting comes the subject of the letter. In the center of the
line write “Subject” followed by a colon. The we sum up the purpose of writing
the letter in one line. This helps the recevier focus on the subject of the
letter in one glance.
·
Body of the letter
This
is main content of the letter. It is either divided into 3 paras or 2 paras if
the letter is briefer. The purpose of the letter should be made clear in the
first paragraph itself. The tone of the content should be formal. Dont use any
flowery language. Another point to keep in mind is that letter should be
concise and to the point. And always be respecful and conciderate in your
language, no matter the subject of your letter.
·
Closing the letter
At
the end of your letter, we write a complimentary losing. The words “Yours
faithfully” of “Your sincerely” are printed on the right side of the paper.
Generally, we use the letter if the writer knows the name of the person.
·
Signature
Sign
your name. Amd the write your name in block letters beneath the signature. This
is how the recepient will know who is sending the letter.
Type Of Formal Letters.
The
term business letters refers to any written communication that begins with a
salutation, end with a signature and whose contents are professional in nature.
Historically, business letters were sent via postal mail or courier, althogh
the internet is rapidly changing the way businesses communicate.
There
are several examples of Formal Letters:
·
Sales Letters
Typical
sales letters start off with a very strong statment to capture the interest of
the reader. Since purpose is to get the reader to do something, these letters
include calls to action, detail the benefit to the taking the action and
include information to help the reader
to act, such as including a telephone number or website link.
·
Order Letters
Order
letters are sent by customer or businesses to a manufacture, retail or
wholesaler to order goods or services. These letters must contain specifict
information such as model number, name of the product, the quantity desired and
expecetd price. Payment is something included with the letter.
·
Complaint Letters
The
words and tone you choose to use in the letter complaining to a businesses may
be the deciding factor oh whether your complaint is satisfied. Be direct but
tacful and always use a professional tone if you want the company to listen to
you.
·
Adjusment Letters
An
adjustment letter is normally sent in response to a claim or complaint. If the
adjusment is in the customer’s favor, being the letter with that news. If not,
keep your tone factual and let the customer know that you understand the
complaint.
·
Inquary Letters
Inquary
letters ask a question or elicit information from the recipient.when composing
this type of letter, keep it clear and succinct and list exacly what
information you need. Be sure to include your contact information so that its
for easy for the reader to respond.
·
Follow-Up Letters
Follow-up
letters are usually sent after some typr initial communication. This could be a
sales department thanking a customer for an order, a businessman reviewing the
outcome of a meeting or a job seeking inguring about the status of his
application. In many cases, these letters are a combination thank-you note and
sales letters.
·
Letters of Recommendation
Prospective
employers often ask a job applicants for letters of recommendation before they
hire them. This type of letter is usually from a previous employer or
professor, and it describes the sender’s relationship with and opinion job
seeker.
·
Acknowledgment Letters
Acknowledgemnt
letters act as simple receipts. Businesses send them to let others know that
they have received prior communication, but action may or may not have taken
place.
·
Cover letters
Cover
letters usually accompany a package, report or other merchandise. They are used
to describe what is enclosed, why its being sent and what the recipient should
do with it, if there is any action that needs to be taken. These types of
letters are generally very short and succint.
·
Letters of Resignation
·
When an employee plans to
leave his job, a letter of resignation is usually sent to his immediate manager
giving him notice and leting him know the last day of employement wil be. In
many cases, the employee also will detail his reason for leaving the company.
Introduction
Rahayu Agriani : hallo Nafisah Qoulbi, how are you doing
?
Nafisah Qoulbi : oh, hello Rahayu.. i'm great today, and
how about you ?
Rahayu Agriani : i'm very well,
thanks for asking.
Nafisah Qoulbi : your welcome
Rahayu Agriani : Nafisah, i want to introduce
someone else to you.
Nafisah Qoulbi : who is that ?
Rahayu Agriani : hey, Nafisah. meet my friend, his
name is Lisa.
Lisa : hallo Nafisah, i am Lisa. I'm Rahayu's friend. We were met for senior high school it's nice to meet you.
Nafisah Qoulbi : oh, hello Lisa. i'm Nafisah Qoulbi . i'm also Rahayu's friend. it's really
nice to meet you too
Introducing
myself
First of all, I would like to introduce myself. My
name is Yossy Rosalinda you can call me Yossy. I am the second of three
childrens. I was born in Cianjur, July 2nd 1999. I lived in PTI
Jalan Intan VII Number 247, East Bekasi. My hobbies is listening to music and
read a webtoon. My father works for a freelancer and my mother was a housewife.
Calling Someone at Work
Nafisah Qoulbi : Hello.
This is Nafisah Qoulbi. May I speak to
Ms. Rahayu Agriani, please.
Receptionist [Yossy Rosalinda]: Hold
the line a moment, I'll check if she is in her office.
Nafisah Qoulbi : Thank
you.
Receptionist [Yossy Rosalinda] : (after
a moment) Yes, Ms. Rahayu Agriani
is in. I'll put you through.
Ms. Rahayu Agriani :
Hello, this is Ms. Rahayu Agriani.
How can I help you?
Nafisah Qoulbi : Hello,
my name is Nafisah Qoulbi,
and I'm calling to inquire about the position accounting on JobSearch.com.
Ms. Rahayu Agriani : Yes,
the position is still open. Could I have your name and number, please?
Pick Up on the phone
Rosidah
Panjaitan : Hello,
may I speak to Adinda Putri
please?
Adinda Putri : This
is she. How's it going?
Rosidah Panjaitan : I've
been trying to call you all day.
Adinda Putri : Sorry
about that. I was cleaning up.
Rosidah Panjaitan : It's
okay.
Adinda Putri : So
what were you calling me about?
Rosidah Panjaitan : Oh,
I just wanted to see if you wanted to hang out tomorrow.
Adinda Putri : Sure,
what did you want to do?
Rosidah Panjaitan : Maybe
we can go see a movie or something.
Adinda Putri : That
sounds like fun. Let's do it.
Rosidah Panjaitan : I'll
see you tomorrow then.
Adinda Putri : See
you then. Goodbye.
Organization Structure
The following is a
job description of the company's organizational structure :
·
Chief Executive Officer
(CEO), are the highest-ranking executive at a
company. They make major corporate decisions, manage the company's overall
resources and operations, and communicate with the board of directors,
management team, and corporate operations.
·
Marketing managers,
oversee the promotion of a business, service, product or brand. Depending on
the organization, they may be managing the marketing of a whole line of
products and services, or be focused on one particular thing to promote. They
may also be in charge of a staff of marketing assistants.
·
Sales managers,
lead a sales team by providing guidance, training and mentorship, setting sales
quotas and goals, creating sales plans, analyzing data, assigning sales
territories and building their team.
·
A Salesman,
also called a Sales Representative or Salesperson, sells products or services
to businesses or consumers. They explain how a product works or what services
are available, provide sales materials such as brochures or pamphlets, create
sales leads and follow up with new customers.
·
Production,
Workers aid in the manufacturing of goods in an assembly line. The
responsibilities of Production Workers role vary depending on which sector they
work in but could include anything from feeding materials into machinery,
assembling items, packaging items or storing items. Some Production Workers
take a supervisory role and simply ensure that the production process runs
smoothly. They may also be tasked with performing quality checks and cleaning
and maintaining production equipment.
·
Production managers,
are responsible for the technical management, supervision and control of
industrial production processes.
·
Production employees,
do everything related to manufacturing products. For example, workers who
assemble, finish, inspect, pack, and ship manufactured products are production
employees. Some support staffers in manufacturing companies, such as
maintenance, janitorial, and security workers, are considered production
employees, even though they don’t handle the products directly. Staffers who
work in the field with customers on behalf of manufacturers are also considered
production employees.
·
QA, Companies that deliver high-quality products
and services depend on quality assurance (QA) to deliver on their promise. A
quality assurance specialist ensures that the final product observes the
company’s quality standards. In general, these detail-oriented professionals
are responsible for the development and implementation of inspection activities,
the detection and resolution of problems, and the delivery of satisfactory
outcomes. Should any defects be found, it’s up to the QA specialist to apply
corrective actions. For example, in IT, QA employees test software, systems,
and workflows for errors and verification before and during deployment.
·
Financial Officers,
are in charge of overseeing the financial transactions of a company. Also known
as Chief Financial Officers, these professionals are tasked with developing
budgets, monitoring transactions, and preparing financial reports. They possess
strong accounting and analytical skills.
·
Human resources,
specialists are responsible for recruiting, screening, interviewing and placing
workers. They may also handle employee relations, payroll, benefits, and
training. Human resources managers plan, direct and coordinate the
administrative functions of an organization. They oversee specialists in their
duties; consult with executives on strategic planning, and link a company's
management with its employees.
·
IT
Technicians diagnose, repair and maintain hardware and software components to
ensure the smooth running of computer systems. IT Technician responsibilities
include installing and configuring computer hardware and being the primary
point of contact for IT support within a company.
·
Administration,
An Administrator provides office and administrative support to either a team or
individual. This role is vital for the smooth-running of a business. Duties may
include fielding telephone calls, receiving and directing visitors, word
processing, creating spreadsheets and presentations, and filing. Additionally,
Administrators are often responsible for specific projects and tasks, as well
as overseeing the work of junior staff.
·
Research
officers supervise research projects and work with team members to ensure that
the project remains on schedule. They help determine the goals of the research
project as well as research methods and other test parameters. Research
officers might also review and analyze data during the course of the project.
·
A lab technician,
performs tests and analyses in a laboratory. Lab technicians work in a variety
of different organizations, including healthcare institutions, manufacturing
companies, and educational institutions. They work in different fields such as
medicine, biology, environment, and electronics.
A
lab technician's tasks differ greatly depending on the setting and the
industry. For example, a medical lab technician collects samples and performs
tests on body fluids and tissue to assist physicians in the diagnosis and
treatment of diseases. Other lab technicians may perform chemical, physical, or
biological tests on products. The education needed for lab technicians depends
on the role and industry. In some cases a high school degree or GED is
sufficient, whereas for other roles an associate's degree, a certificate, or a
Bachelor's degree are required.
