Bahasa Inggris Bisnis

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 2^nd 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.