Complaint Letter & Application Letter

A.    COMPLAINT LETTER

Complaint letter is a letter to a company or supplier of goods and services as a result of services or goods we buy are not in accordance with what we expect or not good. the claims are made when consumers feel uncomfortable with some things, such as:

1.      Delay goods is a destination that is far from the promised producer.

2.     The amount of goods ordered is not in accordance with the number of items sent or received by consumers.

3.      The quality of goods is not in accordance with the expected consumer.

4.      There was damage to the goods when delivered.

5.      Service employees who are not in accordance with the customer wants.

However, complaints or any form of claim will certainly not be easily accepted by the receiving party complaints. Need to be accompanied by some evidence that we are consumers who are experiencing disappointment because of some complaints. To formalize a claim letter to the letter of trade, as it is required, it also attaches receipt of payment when the purchase. Thus, if the evidence is enough, consumers can also take the following action:

1.      Cancel the purchase of goods.

2.      Ask the rebates on producers.

3.      Goods are damaged or lost, can be accounted for by compensation in the form of new stuff.

4.      Damage to goods or other complaints form can be held with any loss due to the corresponding amount.

Interest Complaint Letter

      To convey the incompatibility of a service, goods, etc. As a consumer, expect no action from the company to handle the complaint. And as a criticism of the company so as not to repeat mistakes in the future.

     The function of the Complaint Letter is to change an unacceptable situation. Writing a letter requires more time than making a phone call. People who get a complaint letter know this. They really read letters of complaint, unlike voice mail which is often ignored. Letters of complaint are often written for businesses, organizations, government agencies, schools and news departments.

Effective Complain Letter must:

·         Short

·         Authoritative

·         Factual

·         Constructive

·         friendly

The main benefit of the complaint letter is to explain the problem. It is very important that the complaint letter clearly describes the problem and tells the recipient to be responsible. Write without rambling. Describe facts without anger. Next, give a way out to the recipient. Offer a possible solution to this problem. Make a reasonable one, like asking for a refund or credit.

Where as the complained party must answer the complaint letter with the complaint letter/response letter (Response Letter). Some letters of complaints from customers are justified, and some can be outrageous. Without conducting a full investigation, the complained company cannot find out whether the complaint is legitimate or not. Therefore, every complaint must be examined carefully before reaching a conclusion about the situation. This process may take time, so sending a letter to an angry customer is an ideal way to inform him that the company has received a complaint and is investigating the situation.

Example:

 

B.     APPLICATION LETTER

An application is a letter that functions to apply for a job in a company or in a body. A cover letter is also referred to as CV or Curricullum Vitae or Job Application Letter. Usually a CV is sent with a job application or resume that will be sent to the destination company.

An application letter in English must be written in accordance with certain rules. There are several tips in writing a CV. Cover letter in English:

• ·         In making a cover letter, avoid inappropriate language such as slang or technical jargon.
• ·         Using short, short, and short paragraphs.
• ·         Check spelling, grammar and punctuation carefully. Some employers routinely choose job applications that contain these errors.
• ·         The usual command structure sends a job or email that is used to give a title as a title, or into the first sentence of a letter, using a reference code if there is one. This will ensure that your application letter can go directly to the right person in the organization.
• ·         You also have to mention where you see the vacancy or where you see the vacancy.

Example:

QUESTIONS OF COMPLAINT LETTER:

1. Who is complainer in the letter?

Mr. Peter Cherbi

2. What is the letter talking about?

Two of the silicitor members of the Committee declared an interest in this item, with the result that the Committee meeting was no longer quorate.

3. When is the date considered?

25nd June 2005

4. Why the Committee declared an interest?

Because the meeting being inquorate.

5. How the Committee resolve a problem?

Continue the matter untill a future Client Relations Committee meeting.

QUESTIONS OF APPLICATION LETTER:

1. Who is the sending of the letter?

Elizabeth Johnson

2. Who is the receiver letter?

Mark Smith, Manager Human Resources

3. What is the letter talking about?

the letter is talking about that Elizabeth excited when his former coworker, Jay Lopez told she is about Mark's opening for an administrative assistant in Portland offices.

4. What is the most letter talking about?

Elizabeth told to Mark Smith that she is haved work in the small companies for his entire career.

5. Where is the last role of Elizabeth?

At Beauty Corp.

Inquiry Letter and Order Letter

       1.      Inquiry Letter

An Inquiry Letter is a type of request letter or request for information about a product, service, job opening or other business information. This function is to display information sources such as newspapers, magazines or electronic media about current products / services with the information needed.

At present it is an initial step from a company from various parties. In this letter, there are a number of things discussed by the service provider / product which is a question from the buyer in order to help the buyer to find out information about the product / service. These things include:

a.       Name and type of product

b.      Product specifications, namely; type, size, quality, capacity etc.;

c.       Price of the unit.

d.      Discounts;

e.       How to pay from the buyer to the seller;

f.       How to deliver products from seller to buyer, and

g.      Convenience that may be obtained by the buyer, such as a warranty and others.

        Example an Inquiry Letter:

2.      Order Letter

An Order Letter is a letter from a prospective buyer to the seller whose contents ask for a quote. That is, prospective buyers ask through a letter so that the seller formally offers him an offer. With the offer from the seller, the prospective buyer will find out the price, the terms of sale and purchase, and a description of the goods or services to be purchased. This is the purpose of the prospective buyer writing a letter requesting an offer to the seller. If the prospective buyer already knows the condition of an item / service and the price and purchase conditions, of course he does not need to ask for a quote from the seller.

An Order Letter is required in formal trade which requires official official procedures in writing. A large company as a seller, for example, does not simply serve requests for offers via telephone. Letters of request for offers are often the initial stages of the process of business transactions. Through the order letter the prospective buyer asks or asks for information about the goods or services that will be bought. As a reaction, the seller explains the things that the buyer wants to order and finally the business transaction occurs as the peak of the buying and selling process.

Remember that all relevant information must be given in the order letter. This is like more business and of course helps to prevent reading errors to compile a table of items needed. As a guide for compiling an order letter you must fulfill:

a.       Reference to a source of information

b.      List of products to be ordered

c.     Quantity, quality, price, catalog number (if any) (quantity, quality, price, catalog number (if any))

d.      Details of delivery and payment (delivery and payment details)

e.      An order number (order number)

The order letter is used to order goods according to the amount needed by the company either by using the official order form or not. There are two ways to make an order letter, namely:

a.       Order without using official order form

b.      Order by using the official order form

Ordering without using an official order form can be done by simply writing a letter with all the order details by directly entering into the letter. Thus, this letter functions as an order letter, so the content must be clear, concise and direct to the destination.

            While in large companies, in general, it is usually done by using an official order form. Every time you want to make an order, you can fill in the available fields. Order forms or often called purchase orders (PO) usually consist of:

a.       No. (number)

b.      Unit price

c.       Description / items

d.      Amount

e.       Quantity

f.       Delivery date

g.      Type

h.      Terms of payment

Example an Order Letter:

Questions about Inquiry Letter.

1. Who is the sending message ?

Marketing Director of Cloud Clothes Distro Indonesia product.

2. Who is the received of the message?

 Mr. Cokro Darmawan

3. What is the position of Mr. Cokro?

Executive Director of Indonesia Garment.

4. What is the most important things a message talking about?

Marketing Director of Cloud Clothes Distro will visited Mr. Cokro Darmawan stand, because it has a interested result.

5. What will Cloud Clothes Distro do next after arrived in Mr.Cokro Darmawan stand?

Check the details of product with a sample and term of payment price list.

Questions about Order Letter.

1. What is the position of Jim Dandy?

General Manager of Dandy Manufacturing. Inc

2. What the items Mr. Jim Dandy want to orders?

Tiny Blue Widget, Deluxe Yellow Widget and Super Deluxe Red Widget.

3. What method of payment is used?

Cash on Delivery

4. How long the delivery notice ?

10 days.

5. What is the name of shop Mr.Jim Dandy ordered?

Better Widget Markers,Inc.