Definition and Function of Inquiry, Complaint, Application, Order and Memo Letter


Definition and Function of Inquiry, Complaint, Application, Order and Memo Letter » Fuad Compi Net berbagi informasi yang didukung oleh Masfim dot Com. Berikut ini adalah tugas softskill dari mata kuliah Bahasa Inggris Bisnis :

Question :

Give definition, function and example of this :
  1. Inquiry
  2. Complaint
  3. Application
  4. Order
  5. Memo Letter
Answer :

1. Inquiry Letter

         Inquiry Letter is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others. The term is common in various business setups as it implies fund request or pre-proposal information. Owing to this usage, the term may be considered exclusive to these setups alone. But that is not the case, to this effect the below definition offers a justified meaning.
         Function of this letter is Inquiry letters, when written properly, can open a door you are trying to walk through. Their primary function is to introduce yourself to a person or organization, and to learn what your next step should be in the process.

Example :
 Manor House Hotel
Farnham Green, Warnside, Upminster, UB23.
Tel: 091 8976. Fax: 091 9008. E-mail: manhot@xx.itl

15 January 2011
The Sales Manager,
Melody Modes Ltd.,
Carrham, Upminster UE12.
Your Ref: KPS/C3, Our Ref: Con/13/1
Dear Sir,
        Thank you for your letter of 12 January regarding our conference facilities for your sales convention in July this year.
        I have pleasure in enclosing our current conference brochure and tariff. You will note that we offer a variety of venues inside the hotel itself, for groups of between 20 and 150 people, with a choice of catering facilities and with or without accommodation. This year we are also able to arrange functions in marquees in the hotel grounds, with a more limited range of catering, but again with or without hotel accommodation.
We have two lecture rooms, with audiovisual equipment – overhead projectors and video and DVD facilities – which might be of interest to you. There are also product display facilities within the hotel.
        If you require all or some of your delegates to be accommodated in the hotel, I recommend early booking, as July is one of our peak months. We offer 4-star accommodation, every room with en suite facilities, minibar, television, personal safe, trouser press. We have two restaurants, four bars, a fully equipped gymnasium, and an indoor/outdoor swimming pool.
        I look forward to hearing from you further, and I shall be happy to supply any additional information you might require; you will be very welcome to visit the hotel to see for yourself the facilities we offer.

Yours faithfully,

Hector Manning
General Manager

2. Complaint Letter

         A Complaint Letter is a type of letter written to address any type wrong doing, offence, grievance, resentment arising out of a product, service etc. Complaint Letters are used to raise your concerns about unfair things and seek a productive outcome. They are also used to vent out your pent up emotions arising out of your suffering or bad experience. It is a fundamental right and duty of a citizen to seek justice arising out of any injustice, which is initiated by a Complaint. Complaint letters then, become your First Step towards your Consumer Rights. They inspire other hassled consumers, influence the concerned authorities towards taking proper action and make the defaulters more liable, responsible and responsive. This is because unresponsive behaviour of the offender is liable to a Punishable Court Proceeding or an Expensive Lawsuit.
        Function of this letter is writing complaints letters is an essential responsibility of the victim whilst seeking positive outcomes. Complaint Letter writing is not only a pre-warning for the offender but also a chance for them to rectify their act in time. These letters are not just meant for defective products, service they can also be written towards any injustice happening in the society, like ‘Smoking in Public’, ‘Misuse of Water by any Person or an Organisation’ and any issue happening in society which needs to be addressed.

Example :

June 15, 2008
56 Disgruntled Street
Somewhere Unhappy
Customer Service Manager
That Awful Company
Somewhere Awful

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,

Fuadditiya Imaspadi Muharam

3. Application Letter

         Application letter is a letter that was made by a person to apply for a job in a company, agency or other agencies. Broadly speaking, job application letter is divided into two kinds of application letter based advertising and job application on their own initiative. job application letter included in an official letter or official class in writing so there are certain aspects that need to be noticed.
        Function of this letter is aims to apply for a job that was written by people who would apply for a job which could indicate a desire to be found the job.

Example :

May 28, 2010
Inara Lightings, Ltd.
Abu Dhabi
United Arab Emirates

Dear Sir or Madam:

         I am writing to explore the possibility of employment as Document Controller in your reputable firm. I am a Computer Science graduate of the University of the Philippines, Diliman, Quezon City. I bring with me several years of experience as information systems analyst of leading companies that include Nissan Motor Philippines, Inc.
        My strong computer skills, knowledge of modern word processing software, and project management tools are but some of the things that make me an asset to your company.
        Attached is my resume for your perusal. Should you require any further information, I can be reached at 632-555-1234 (during regular business hours), or at 632-555-6789 (during regular business hours).



Fuadditiya Imaspadi Muharam

4. Order Letter

        Otherwise known as an order letter, a letter of order is a document that confirms the details of a purchase of goods or services from one party to another. It usually includes more information about what you are ordering, like quantity, model number, or color, the payment terms, and the matter in which the products are to be shipped. When the recipient receives this letter, they will process the order and send the merchandise.
        Function of this letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

Example :

August 3, 2004
Mrs. Erlinda Ramos
MGT Marketing
Abucay, Bataan
Dear Mrs. Ramos:

Enclosed is a money order for two hundred dollar ($200) in return for which please send me by parcel post :
1 piece bathing suit, navy blue and white, size 33, No. H61 – $60.00
1 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.00
1 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.00
1 grey sweater, V-neck, size 28, No. B25 – $55.00
Please send these articles within five days.

Very truly yours,

Mr. Fuadditiya Imaspadi Muaharam

5. Memo Letter

         A memorandum (memo for short) is a short piece of writing generally written by the officers of an organization for sharing information among them. The main purpose of writing a memorandum is to keep record or convey information and decisions or to make short requests. To achieve its purpose a memo is usually written in an easy-to-understanding language. Plain and direct statements of facts are made to achieve its purpose.
          Function of this letter is memo plays a very useful role in an organization. It also enables officers to maintain good business relationships. Another useful function of a memo is to establish accountability. Many organizations use printed memo forms. One can quickly write the message and transmit it to the concerned officer. Writing a memo takes comparatively less time since it does not contain several details which a letterhas. However, some examples of memos have been presented here to help the businesses to write memos correctly.

Example :


TO: All Staff
FROM: Management T.C.
DATE: November 9th, 20--

It's that time of year again. As you all know, Christmas is our busiest season of the year. Every year it is a struggle for management and supervisors to find the time and energy to organize a staff Christmas party. This year, we have decided to postpone the Christmas party until after our busy season.
Party Details
  • Date: Second or third Saturday in January (T.B.A)
  • Theme: Beach
  • Food: Caribbean
  • Special events: Karaoke and belly dancing
We apologize that the celebration will have to wait until the new year, but we guarantee that it will be worth the wait. Anyone interested in volunteering to help out with the event is encouraged to call Lucy, our events coordinator. Lucy's cell phone number is 222-3098. Please contact Lucy outside of business hours regarding this matter.

Thank you.

Source :
Definition and Function of Inquiry, Complaint, Application, Order and Memo Letter 4.5 5 Fuadditiya Imaspadi Muharam Definition and Function of Inquiry, Complaint, Application, Order and Memo Letter » Fuad Compi Net berbagi informasi yang didukung oleh Ma...

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