ASEP ZONE: 2011

DIAJUKAN GUNA MEMENUHI SALAH SATU TUGAS MATA KULIAH SOFTSKILL BAHASA INGGRIS

DISUSUN OLEH:

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Ahmad Gumelar (20108134)
Annaas Pamungkas (20108266)
Asep Taufik N (20108347)
Indra Pati Andika P (22108367)
Surya Andi Utama (21108890)
Wahyu Dwi Prabowo (22108013)

SISTEM KOMPUTER

UNIVERSITAS GUNADARMA

2011

Order Letter of English Business Letter

Jenis Surat ini merupakan surat yang berisikan permintaan barang kepada suatu instansi perusahaan yang bergerak dibagian jasa penyediaan barang. Oleh karena itu, pemikiran yang serius dan penulisan yang baik harus dilakukan dalam menyusun surat-surat. Sebuah kecerobohan kecil dapat mengakibatkan hilangnya pelanggan atau sebaliknya. Oleh karena itu surat-surat harus ramah dan bijaksana. Surat harus pasti dan lengkap supaya bisa sampai ke pembaca persis seperti keinginan penulis. Setiap kesalahan atau ketidaklengkapan akan berarti penundaan pengiriman dan penagihan akan rumit dan juga kerugian bisnis.

Surat pemesanan barang tidak perlu didahului dengan penyelidikan atau menawarkan. Informasi yang diterima dari katalog dan iklan juga membantu orang-orang dan partai-partai dalam menempatkan dan penjualan. Oleh karena itu, surat ini memiliki kepentingan yang besar. Penulisan yang tepat harus diambil dalam rangka penyusunan untuk memastikan penanganan yang efisien dan untuk menghilangkan semua keraguan yang mengakibatkan hilangnya waktu dan kemungkinan pasar.

Fakta-fakta yang diinginkan adalah sebagai berikut :

1. Rincian mengenai barang yang dipesan atau pemesanan.

2. Arah untuk pengiriman.

3. Cara pembayaran.

Dalam paragraf pertama biasanya si pemesan memberitahu sumber informasi produk yang akan dipesannya. Di dalam paragraf tersebut terdapat gagasan utama dari pembuatan surat untuk melakukan pemesanan. Kemudian disertakan paragraf penjelasan dari pemesan mengenai rincian barang maupun hal lain yang dipesan tentang kuantitas, ukuran, harga dan lainnya. Pada akhir paragraf, si pemesan akan mencantumkan informasi mengenai pembayaran, lokasi, data pengiriman, tempat serta informasi spesifik lainnya.

Saat melakukan pemesanan melalui surat sebaiknya memperhatikan :

1. Menyertakan rincian lengkap dari deskripsi, jumlah, serta jenis barang yang akan dipesan.

2. Menyertakan rincian lengkap dari data diri sehingga pihak penyedia barang akan mengirimkan barang ke tempat tujuan pemesan dengan benar.

3. Membuat kesepakatan dalam ketentuan pembayaran yang yang disepakati atas perjanjian jual-beli tersebut.

Contoh Order Letter :

November 15, 2011

PT. Aneka Buku

Rawamangun, East Jakarta 98795

Subject: Book order

Dear Sir or Madam:

First, I get information your product from brochure which I attach with this letter. Would you please ship the following item from your brochure dated August 23, 2011:

The adventure book with Title: "Indra Anak Petualang", Author: Ahmad Gumelar, Publisher: Wahyu Andi Ltd.

At the list price of that book Rp. 25.000 with the discount 10%.

We shall appreciate your shipping that book immediately to Jl. Raya Kalimalang 17321, number 23West Bekasi. Payment will be made when the book has been received.

Yours faithfully,

Asep Taufik

Asep Taufik,

Enc: Brochure dated August 23, 2011

Contoh Reply Order Letter:

PT. Aneka Buku

78, Rawamangun

East Jakarta 98795

November 17, 2011

Mr. Asep Taufik

Jl. Raya Kalimalang 17321

Number 23, West Bekasi

Subject: Reply for Book order

Dear Mr. Asep Taufik:

We are pleased to acknowledge your order about the adventure book. But, that book your order now is empty. We apologize for this condition, because the publisher did not send that book again.

We will immediately send your order when the book is already available. We will also send the newest catalogue from our company.

Please do not hesitate to contact us if you require further information.

We thank you for your order and we look forward to being of service to you in the future.

Yours sincerely,

Annaas Pamungkas

Annaas pamungkas,

General Manager

Enc: Catalogue November 17, 2011

A LAYOUT OF AN ENGLISH BUSINESS LETTER

The parts of a business letter are as follows:

1.      Sender's address (Letterhead)
2.      Date of The Letter
3.      Inside address
4.      Attention line
5.      Salutation
6.      Body of the letter
7.      Complimentary close
8.      Signature
9.      Enclosures
10. Carbon Copy Notation
11. Reference
12. Postscript

1. Letterhead

Letterhead is the heading at the top of a sheet of letter paper (stationery). That heading usually consists of a name and an address, and a logo or corporate design, and sometimes a background pattern. The term "letterhead" is often used to refer to the whole sheet imprinted with such a heading.

In some regions, there have been various legal constraints on the items included in a letterhead: for example in England and Wales, a letterhead may include the names of all directors or none, but not a selection from those names.

Note that the suburb name is in capitals and that there is NO punctuation in the address

This is the address you are sending your letter to. Make it as complete as possible. Include titles, names, and routing information if you know them.

This is always on the left margin.

Skip a line after the heading before the inside address. Skip another line after the inside address before the greeting.

2. Date of the letter

The date is very important, since it can be useful in determining priorities, for filing and it also can have legal ramification. In a typed address letter, the date goes immediately under your address. In a letterhead letter, the date can go on the left-hand side or the right-side, immediately under the letterhead.

Example:

Write101.com

32 MacDonnell Road

MARGATE BEACH 4019

1 January 2020

Date in American and British style:

Write101.com

32 MacDonnell Road

MARGATE BEACH 4019

1st January, 2020

3. Inside address

The inside address contains the mailing information belonging to the recipient and should be justified to the left margin of the letter and placed two spaces below the date (for very short letters four spaces is acceptable).

As in the heading, the inside address includes the street, city, state and zip code of the recipient, all of which should be placed below the name of the business or organization to whom the letter is being written. Identifying words such as Avenue, Circle, Court, Drive, and Street should be spelled out rather than abbreviated.

When the recipient' name, title and position are known, they should be included as the first two lines in the inside address and placed directly above the name of the business or organization.

The inside address begins with the name of the company or – if you know the name of the person you are writing to – you can begin with his / her name. Courtesy titles are used before names: Mr, Mrs, Miss, Ms, Messrs, M.Sc, Dr, Prof., Capt., Maj., Col., Gen.

Abbreviations may be used with or without a fullstop, but we must remain consistent throughout our correspondence.

The address can also begin with a job title or a department (if you do not know the name): The Sales Manager, The Accounts Department.

The items that follow are:

- the name of the house or building

- the number of the building and the name of the street

- the name of the town and the postcode

- the name of the country

If you know the person's name:

Dear Ms / Miss / Mrs / Mr / Dr + surname

Dear Mr Miller

You can also write the person's full name. In this case, leave out the title (Mr/Mrs). This way of writing the salutation is very handy if you don't know the gender of the person.

Dear Chris Miller

4. Attention line

Attention line is an alternative to putting the recipient's name in the address.

5. Salutation

A salutation is a greeting used in a letter or other written communication, such as an email. Salutations can be formal or informal. The most common form of salutation in a letter is Dear followed by the recipient's given name or title. For each style of salutation there is an accompanying style of complimentary close, known as valediction.

If you don't know the person's name:

salutation	When to use
Dear Sir / Dear Sirs	male addressee (esp. in British English)
Gentlemen	male addressee (esp. in American English)
Dear madam	female addressee (esp. in British English)
Ladies	female addressee (esp. in American English)
Dear Sir or Madam	gender unknown (esp. in British English)
Ladies and Gentlemen	gender unknown (esp. in American English)
To whom it may concern	gender unknown (esp. in American English)

Business partners often call each other by their first names. In this case, write the salutation as follows:

Dear Sue

Punctuation

In British English, don't use any punctuation mark or use a comma.

Dear Mr Miller or Dear Mr Miller,

In American English, use a colon:

Dear Mr. Miller:

For examples see → Subject.

Ms, Miss or Mrs?

Mrs – to address a married woman

Miss – to address an unmarried woman (rarely used now)

Ms – to address a woman whose marital status you don't know; also used to address an unmarried woman

6. Body of The Letter

The main part of the letter, or the body, should begin on the hne below the salutation. The following arrangement is a good one:

Bucksport, Maine,

July 15, 1904.

Messrs. Thomas Y. Crowell & Co., 46 East 14th St.,

New York City.

Dear Sirs :

Kindly mail me a copy of "Self-Cultivation in English," by Professor George H. Palmer. I inclose thirty-five cents in stamps.

Very truly yours,

Wendell R. Barrow.

A letter, like a talk, may be one composition or it may consist of several compositions. If it deals with one subject only, it should, like any other composition, have an orderly arrangement of thought and grow in interest to the end. If, like most conversations, it consists of several compositions, the writer should attend to each of them in turn; it is also desirable that such a letter should grow in interest. In all letters there is need of careful paragraphing.

7. Complementary Close

The complimentary close is related to the salutations:

- If the letter begins Dear Sir / Sirs / Madam / Sir or Madam, thecomplimentary close should be Yours faithfully

- If the letter begins with a personal name, e.g. Dear Mr James, itshould be Yours sincerely

- A letter to someone you know well may end with Best wishes.

A comma after the complimentary close is optional.

8. Signature

Signature always type your name and possibly your job title below your handwritten signature (the so called signature block).

9. Enclosures

Enclosures – If there are any documents enclosed with a letter, although they might be mentioned in the body of the letter, it is common to write Enc. or Encl. below the signature block.

10. Carbon Copy Notation

Before invention of the photocopier, carbon paper was used to create duplicates of documents by placing it between the original document and a blank piece of paper so that an image of the original was transfered to the blank piece of paper as a document was written or typed. A notation was placed at the bottom of the original document indicating for whom a "carbon copy" was created. This notation was typed, for example, as follows:

cc: John Smith

Even with the advent of photocopiers, this traditional notation has carried on, but in recent years some have begun to refer to this notation as a "courtesy copy" notation or even recommend the use of a single "c" to indicate a "copy" is being created to send to someone else. Some reference guides even explain that "cc" also means "copies," in the same way that "pp" means "pages." Regardless of the method used to generate a dupicate of a document, "cc" is still the most commonly used method to indicate copies are being made.

11. Reference

Reference is derived from Middle English referren, from Middle French rèférer, from Latin referre, "to carry back", formed from the prefix re- and ferre, "to bear". A large number of words derive from this root, including referee, reference, referendum, all retaining the basic meaning of the original Latin as "a point, place or source of origin" that something of comparable nature can be defined in terms of. A referee is the provider of this source of origin, and a referent is the possessor of the source of origin, whether it is knowledge, matter or energy.

Because of its meaning, the word reference is used in every sphere of human knowledge, adopting shades of meaning particular to the contexts in which it is used.

References can take on many forms, including: a thought, a sensory perception that is audible (onomatopoeia), visual (text), olfactory, or tactile, emotional state, relationship with other, spacetime coordinate, symbolic or alpha-numeric, a physical object or an energy projection; but, other concrete and abstract contexts exist as methods of defining references within the scope of the various fields that require an origin, point of departure, or an original form. This includes methods that intentionally hide the reference from some observers, as in cryptography

12. Postscript

PostScript is a dynamically typed concatenative programming language created by John Warnock and Charles Geschke in 1982. It is best known for its use as a page description language in the electronic and desktop publishing areas. Adobe PostScript 3 is also the worldwide printing and imaging standard. Used by print service providers, publishers, corporations, and government agencies around the globe, Adobe PostScript enables reliable printing of visually rich documents.

Format and style of English business letter

Business Letter is an important part of business correspondence. The format used to write business letter is specific. The way a business letter looks is important as it creates an impression on the reader. The format of the business letter has a lot to do in making an impression on the reader. A simple format of a letter helps in conveying the message clearly to the readers.

Based on the indentation of the paragraphs and alignment, there are four formats used while writing Business letter.

There are certain standards for formatting a business letter, though some variations are acceptable (for example between European and North American business letters). Here are some basic guidelines:

Use A4 (European) or 8.5 x 11 inch (North American) paper or letterhead
Use 2.5 cm or 1 inch margins on all four sides
Use a simple font such as Times New Roman or Arial
Use 10 to 12 point font
Use a comma after the salutation (Dear Mr Bond,)
Lay out the letter so that it fits the paper appropriately
Single space within paragraphs
Double space between paragraphs
Double space between last sentence and closing (Sincerely, Best wishes)
Leave three to fives spaces for a handwritten signature
cc: (meaning "copies to") comes after the typed name (if necessary)
enc: (meaning "enclosure") comes next (if necessary)
Fold in three (horizontally) before placing in the envelope
Use right ragged formatting (not justified on right side)

There are two main styles of business letters:

Full block style:

Align all elements on the left margin.

Modified block style:

Down the middle of the page, align the return address, date, closing, signature, and typed name; align other elements on the left page margin.

· Margins

In general, left and right margins are one inch (approx. 2.5 cm).

For letters that are a full page or longer, top and bottom margins are likewise one inch (approx. 2.5 cm).

For letters shorter than a full page, the text is centered vertically so that the top and bottom margins match.

· Font Formatting

No special character or font formatting is used, except for the subject line, which is usually underlined

· Punctuation

The salutation/greeting is generally followed by a comma, although in the United States a colon is often preferred. The valediction/closing is followed by a comma.

There are three ways to set up your cover letter format, which we illustrate later on this page: Block Style, Semi-block Style, and Modified Block Style.

The importance of creating a good impression with your cover letter cannot be under estimated. A sloppy, or poorly formatted letter is only going to tell the person reading it that you don't care enough to make an effort.

If your cover letter is poor quality, then it's highly likely that your work will be as well. After all, if you are not going to make some sort of an effort here, why would an employer think that you will be any different if you got the job?

In todays competitve job market, you need every advantage that you can get. And that starts right here - with your application and cover letter! Do it right, and impress those that sort through the job applications. You will stand a much better chance of passing that first initial screening, and getting an interview.

- Block Style: In this type of format, the entire text is aligned to the left side of the paper and the paragraphs are not given an indent, parts and paragraphs are separated by double or triple spacing.

- Semi-block Style: In this format, the text is left aligned and all the paragraphs in the letter are indented.

- Modified block Style:

This format has paragraphs that are not indented. The text is aligned to the left side of the paper. Only the writer's address, date and closing in the letter are indented towards the center or right side of the paper. The indentation is about three inches from left margin.

That’s what I know about a Layout Letter in English, Mom. Thanks a lot for your attention.

REFERENCE