Assignment 2

Letters of Inquiry

When you need information about materials, price, discount and other information, you should write a letter of inquiry. This letter may contain any business information which you need to know.

In writing the inquiry, you should clearly state the type of information you want. If necessary, you may give the detail of the information so that you can get the exact material you require.

A. Opening Paragraph

·        We should be pleased/glad if you could  send us your latest catalogue.

·        Please let us have your illustrate catalogues, terms of payment and terms  of delivery.

·        We are interested in your products and should be pleased if you could send us  your catalogue, price-list and terms of payment.

·        We have seen your advertisement in Jakarta Times and should be pleased if you could send us your catalogue and price-list.

·        We have seen your product at your stand at   Jakarta fair and should be pleased if you could send us your latest catalogues and price-list.

·        With reference to your advertisement in Jakarta post I read a few days ago, would you please send your catalogues, price-list and

              term of payment.

B. Requesting Information

·        We would like to know whether you can offer us a special discount.

·        Please let us know your terms of payment

·        Would you please let us know whether you can offer us a special discount for this month.

C. Closing Paragraph

·        We should be pleased to receive your prompt  replay.

·        We look forward to receiving your reply  (immediately)

·        We should appreciate your prompt reply

·        We hope you will be able to send us replay by return.

Order Letters

When ordering goods, care must be taken to state requirements clearly so that the seller will not be confused about the exact goods asked for. It should never be necessary for them to refer to former order or to white for further details. If goods are ordered from a catalogue or numbered list, the clearest indication that can be given is to quote the catalogue or list number. The date when delivery is required should be stated, also the preferred method of transport-road, rail, sea, or air. The goods may be required at the office address or at the warehouse address of the firm. They may even be delivered direct to the address of a customer of the buyers. It is essential, therefore, to state where the goods are to be sent.

Remember that all relevant information should be given in an order letter. It is more business-like-and certainly it helps to prevent orders being misread-to tabulate the items required. As a guide to the paragraphing of an order letter you should include:

a. Reference to a source of information

b. List of goods to be ordered

c. Quantity, quality, price, catalogue number (if any)

d. Details of delivery and payment

e. An order number

The order letter is used to order goods in accordance with the amount which is required by company either by using official order form or not. There ate two ways in making order, they are:

1. Order without using official order form

2. Order by using official order form.

Order without using official order form can be done by only writing a letter with all details of orders bydirectly enclosed it in that letter. Thus, this letter functioned as an order letter, therefore the content must clear, brief and direct to the purpose.

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.

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.

Anyone can complaint through letter if there is a legitimate reason. Anyone can write a letter to the administration regarding the pollution, water supply, traffic problems, shortage of electricity etc. You don’t need to be a lawyers or an influential person. All you need to do is to learn to write a complaint letter in an appropriate manner with all the relevant information included. In the matter contained here, you will get all the tips to write a complaint letter.

Types of Complaint Letters

Complaint letters are of different types and different reasons and depending upon that they can be categorised accordingly.

Depending on the level of an organisation or an individual these can be:

·        Personal Complaint Letters 

- When a letter is written at a personal level by an individual it is called as Personal Complaint Letter. These are written by consumers to get refund, replace a product etc.  These are also written for grievances’ regarding a service or any issue affecting the individual or society at large.

·        Professional Complaint Letters 

- When a letter is written on behalf of an organisation it is called known as Professional Complaint Letter. These letters have the backing of an organisation and are mostly related to professional items and services.

Application Letter

Application Letter is a letter written for a variety of purposes in our day to day activities which can be domestic or professional. It is a liability conferred upon the sender by an authority. In such a liability the sender is expected to explain, inform/pre-inform the authoritative receiver about particular ongoing/upcoming activities, events, process or procedures. It is also a written request when written for assistance, admission, employment, favour, information, permission, service etc. A letter of application is also an accompanying document as and when required. When it does so it is known as Cover Letter. An application letter is largely a formal type of letter as it follows a predefined format which is applicable to most type of application letters.

Types of Application Letters:

• Application letter for teachers

• Application letter resume

• Bursary application letter / application for grant

• Business application letter

• Internship application letter / application letter for internship

• Job application letter / application letter for job

• Leave application letter

• Loan application letter

• School application letter

• Scholarship application letter / application letter for scholarship

• Visa application letter

Often you will come across information that limits the meaning of application letter to that of just a cover letter. But the multipurpose role of application letter makes it meaning broad and in that sense it also a request letter and an inquiry letter. Varied practices across the globe and the prominence of same type of information related to application letter does not let it come across as any other type of letter. For most of us, the internet is the final or ultimate source of information. Search for the term ‘Application Letter’ on the internet and you will come across information which is indecisive.

Many confirm letter of application as same as a cover letter while some disagree. But the truth is mentioned in the above paragraph. To confine application letter to cover letter is to limit its definition and propagate misunderstanding. Towards this effect, let us go through an example. You want certain holidays from your college and you write a leave application letter to the principal. This letter is an application of request. Similarly, when you need to get a new account passbook issued from the bank you are requested to write a letter. When you want a loan from a bank, you apply for it by an application letter. These and many more point out to the varied uses of letter of application.

Memo Letter

A short message or record used for internal communication in a business.

Once the primary form of internal written communication, memorandums (or memos) have declined in use since the introduction of email and other forms of electronic messaging.