Order letter and Complaint Letter

ORDER LETTER
Sub Highlights:

1 . understanding Functions
2 . Letters sections
3 . Letter forms :
a. Full Block Style
b . Block Style
c . Semi Block Style
d . Indenteed Style
e . Hanging Paragraph Style
f . Official Old Style
g . New Official Style

Material Description :

1 . understanding Functions
People regard the letter as a messenger or " ambassador " of the organization / institution mailer . The letter is seen as an image , a mirror mentality , psyche , as well as instructions internal condition of the organization concerned . Therefore pengonsep letter and the stylist office administration must be careful and serious about writing a letter , so as not to cause a bad impression over the organization .

In addition to the above properties , an official letter as a communication tool has the function , as :
a. Authentic written proof of such an agreement .
b . A reminder / thinking when necessary , for example, a letter that has been archived .
c . Historical documentation , such as letters in the old archives exhumed to know the progress of the past .
d . Security guarantees , eg certificate path .
e . Guidelines or basic act , for example, decree , writ , letters of appointment , and so on .

2 . Letters sections
Each letter has the parts and each part is it has a certain usefulness . Placement or location of the parts of a letter depends on the form of letters used . In an official letter ( business ) , parts thereof , are as follows :
a. Masthead ( header ) .
b . Number of letters ( verbal numbers ) .
c . Date , month , year letter .
d . Appendix .
e . Or subject matter .
f . Mailing address ( the address in ) .
g . Greeting ( salutasi ) .
h . The contents of the letter ( the letter body ) .
i . Regards cover .
j . Name of organization / company .
k . Name and signature bright person in charge of the letter .
l . Copies .
m . Initials / foot letters .

3 . Forms of Letters
Before discussing the various forms of letters , it's good to first know what the shape of the letter . The meaning is the form letter layout or position parts of a letter . Each part has a specific position it in accordance with their functions and roles , especially as a guide or identification to process the letter . There are various forms of letter , which differ from each other according to the customs agency usage or style of a particular society .

Basically the only two forms of letters that can be distinguished sharply , whereas other forms simply variations which is a modification of the two main forms .

Both the main form is a straight shape or form block ( block style ) and the form of curves or jagged shapes ( indenteed style ) . While variants that stands between them is the shape or form of a half straight half- beam ( semi- block style ) .

In addition there is a full straight shape (full block style ) , and the official letter form / (official style) .

The forms of the letter actually is a model / shape European and American letters . Form of curves ( indenteed style) is the European model of long , straight shape ( block style ) is an American model , being half straight shape ( semi- block style ) is a new European model .

Description form letter :
a. The letterhead ( letterhead ) .
b . Number of letters .
c . Dated .
d . Destination address .
e . Or subject matter .
f . Greeting .
g . Letter opener .
h . The contents of the letter .
i . Cover letter .
j . Regards cover .
k . Name of the company .
l . Name of signatory letter .
m . Function name .
n . Appendix .
o . Cc = tindisan .
p . Abbreviations name = initials

ORDER LETTER SAMPLE

Artzimart
Bogor, Indonesia
January 5, 2013

Ms. Amelia
Cahya Company, Inc.
424 Park Bintang
Indonesia

Dear Ms. Amelia :

Thank you for sending your catalog so promptly. It arrived within a few days of my request. Please send me the following items by parcel post :

1 copy Emmet and Mullen,
High School INFOKOM @ $7.50 $ 7.50
30 copies Pinehurst,
Plane Geometry @ $8.75 $ 218.75
Total $ 300.25
I am enclosing a money order for 300.25. If there are additional charges, please let me know.
Please mail the books to the address given above.

Very truly yours,


Nur Mawardi


Complaint Letter

Complaint letter is a letter of notification from the customer / buyer to the seller, because the goods are not received in accordance with the order. The complaint was made because of the amount / quality of goods are not suitable, damage, delays, or pengingkarang the agreement.

To prepare the complaint, should pay attention to the following matters:
1.  Connect with number and date of order.

2. Disclose the polite language even if you are not satisfied.

3. Indicate the type and quantity of goods that you stir.

4. Explain the causes or reasons logically about the complaint with tangible evidence.

5. Explain the resolution of the complaints that you do not want to harm both parties.

To facilitate the complaint , it will be explained how the procedure to be able to complain and how the processes and mechanisms for handling .

     First , the way to do is to complain by phone , mail or direct dating . Complaints by telephone categorized into two:
just ask for the information or advice ( advice) , it is sufficient to answer the phone anyway and given orally advices at the time and finished
    Complaint for further action. If a consumer asks actionable complaint , the caller is required to send a written complaint letter containing :

1. chronological events experienced the detriment of consumers
2. must include the identity and address of the consumer complete
3. include a copy of the evidence or other supporting documents ( purchase receipt , warranty card , letter of agreement , etc. )

Do consumers have ever had a complaint to entrepreneurs . If you have not, then consumers are encouraged to make complaints in writing to the entrepreneurs first.

Embed the demands of the consumer complaints

    Second , after the incoming mail , the receptionist registers all incoming letters as a whole (register first ) . Furthermore, the letter given to the Executive Board at least three , namely (a) followed / not followed up (b) instead of consumer disputes (c) is not a priority . Letters in the Field of Consumer Complaints disposisikan to do Special II as the data registers complaint .

    Third , after a letter to the personnel who handle the administration of the selection made ​​here in the form of administrative completeness .

COMPLAINT LETTER SAMPLE

56 Disgruntled Street
Somewhere Unhappy
1AM MAD

Customer Service Manager
That Awful Company
Somewhere Awful
UR BAD

June 15, 2008

Dear Sir/Madam,

I am writing today to complain of the poor service I received from your company on June 12, 2008. I was visited by a representative of That Awful Company, Mr. Madman, at my home on that day.

Mr. Madman was one hour late for his appointment and offered nothing by way of apology when he arrived at noon. Your representative did not remove his muddy shoes upon entering my house, and consequently left a trail of dirt in the hallway. Mr. Madman then proceeded to present a range of products to me that I had specifically told his assistant by telephone I was not interested in. I repeatedly tried to ask your representative about the products that were of interest to me, but he refused to deal with my questions. We ended our meeting after 25 minutes without either of us having accomplished anything.

I am most annoyed that I wasted a morning (and half a day's vacation) waiting for Mr. Madman to show up. My impression of That Awful Company has been tarnished, and I am now concerned about how my existing business is being managed by your firm. Furthermore, Mr. Madman's inability to remove his muddy shoes has meant that I have had to engage the services, and incur the expense, of a professional carpet cleaner.

I trust this is not the way That Awful Company wishes to conduct business with valued customers—I have been with you since the company was founded and have never encountered such treatment before. I would welcome the opportunity to discuss matters further and to learn of how you propose to prevent a similar situation from recurring. I look forward to hearing from you.

Yours faithfully,

V. Angry

V. Angry

http://eisya-korespondensi.blogspot.com/2010/07/2-korespondensi-bisnis.html

http://www.scribendi.com/advice/example_complaint_letter.en.html 

http://lusibiru.wordpress.com/2011/08/17/surat-niaga/

www.gunadarma.ac.id

Parts of a Memo

1. Heading Segment

The heading segment follows this general format:

TO: (readers' names and job titles)
FROM: (your name and job title)
DATE: (complete and current date)
SUBJECT: (what the memo is about, highlighted in some way)
Make sure you address the reader by his or her correct name and job title. You might call the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal memo. Be specific and concise in your subject line. For example, "Clothes" as a subject line could mean anything from a dress code update to a production issue. Instead use something like, "Fall Clothes Line Promotion."

2. Opening Segment
The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about. Choosing how specific your introduction will be depends on your memo plan style. The more direct the memo plan, the more explicit the introduction should be. Including the purpose of the memo will help clarify the reason the audience should read this document. The introduction should be brief, and should be approximately the length of a short paragraph.

3. Context
The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem. Oftentimes it is sufficient to use the opening of a sentence to completely explain the context, such as,

"Through market research and analysis..."
Include only what your reader needs, but be sure it is clear.

4. Task Segment

One essential portion of a memo is the task statement where you should describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like,

"You asked that I look at...."
If you want to explain your intentions, you might say,

"To determine the best method of promoting the new fall line, I will...."
Include only as much information as is needed by the decision-makers in the context, but be convincing that a real problem exists. Do not ramble on with insignificant details. If you are having trouble putting the task into words, consider whether you have clarified the situation. You may need to do more planning before you're ready to write your memo. Make sure your purpose-statement forecast divides your subject into the most important topics that the decision-maker needs.

5. Summary Segment

If your memo is longer than a page, you may want to include a separate summary segment. However, this section not necessary for short memos and should not take up a significant amount of space. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research.

6. Discussion Segments

The discussion segments are the longest portions of the memo, and are the parts in which you include all the details that support your ideas. Begin with the information that is most important. This may mean that you will start with key findings or recommendations. Start with your most general information and move to your specific or supporting facts. (Be sure to use the same format when including details: strongest to weakest.) The discussion segments include the supporting ideas, facts, and research that back up your argument in the memo. Include strong points and evidence to persuade the reader to follow your recommended actions. If this section is inadequate, the memo will not be as effective as it could be.

7. Closing Segment

After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier. For example, you might say,

"I will be glad to discuss this recommendation with you during our Tuesday trip to the spa and follow through on any decisions you make."
Necessary Attachments

Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing, like this:

Attached: Focus Group Results, January- May 2007
Contributors:Courtnay Perkins, Allen Brizee.
Summary:
This handout will help you solve your memo-writing problems by discussing what a memo is, describing the parts of memos, and providing examples and explanations that will make your memos more effective.


https://owl.english.purdue.edu/owl/owlprint/590/

www.Gunadarma.ac.id

Making a Memo

Inspire Electronics Center
Bogor, Indonesia

Official memo

To: All Employees
From: Nur Mawardi, Manager
Date: June 20st, 2013
Subject: Farewell Ceremony

It is used to tell you all that the farewell ceremony in honor of Amelia Putri, Assistant Manager, will be held at 07:00 PM on June 29, 2013. All people in this company are required to attend the ceremony.

www.gunadarma.ac.id