Example Of Letters

1. Letter of Inquiry Example

Letters of Inquiry should be used when you are interested in working for a company or organization and that company or organization does not have a job posting. Use this format to "inquire" about possible job opportunities. See the example below:

January 20, 2008

Ms. Charlotte Green

Employment Director

Environmental Consultants Inc.

P.O. Box 7692

Denver, CO 12345

Dear Ms. Green,

I am writing to inquire about job opportunities at Environmental Consultants, Inc. Your web page highlights that you are in the process of expanding your research facilities and I am pleased to learn that your company may be in need of additional individuals with strong research and leadership skills.   I will be graduating this May with a Bachelor’s degree in Sociology and believe my education and experience make me a good fit for your company.

My experience as an intern with Carson Geological Consultants, as well as in the Jonesboro CollegeDepartment of Geology, has provided me with a strong foundation in the field of environmental impact research.  My specialty area of soil composition analysis should prove beneficial in performing the duties of the Coordinator.  For the past two years, I served as president of my Fraternity. I was responsible for coordinating activities, organizing meetings and providing leadership to a peer group of 25 men. My enclosed resume provides additional information on my education and experience.

I look forward to an opportunity to discuss my qualifications and learn more about your company.  Feel free to contact me at (765) 495-xxxx. I am available Mondays after 2 p.m.  I will be contacting you on February 5 to assure you received my application.  Thank you for your time and consideration.

Sincerely,

James Purdue

2. Order letter example

An order letter is usually written when a company purchases or buys  or order goods or services from another party. Here is an Order Letter you  might need  when  you order goods and materials.  Do not forget to clearly state the exact name of the merchandise, the price, and the amount of payment being sent. 

Personal Purchase Order Sample

154 Green Avenue Newyork, USA January 5, 2010 Ms. K. Hutchinson  Beller Company, Inc.  424 Park Avenue  New York, New York 10021  Dear Ms. Hutchinson :  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 Algebra @ $7.50 $ 7.50  25 copies Pinehurst,  Plane Geometry @ $8.75 $ 218.75  Total $ 226.25  I am enclosing a money order for 226.25. If there are additional charges, please let me know.  Please mail the books to the address given above.  Very truly yours,  Brandon Michael (Adapted from Let’s Write English by George E. Wishon & Julia M. Burks)

Company Purchase Order Sample

Seven Siblings Limited 17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134 July 9, 2013 Purchase Order Toko Englet 11 Main Street San Fransisco, USA ZIP CODE 91234 Attention : Miss Kim Jackson Dear Miss Jackson : Please accept this purchase order for the following :  No.              Product  Quantity  Unit Price  Total  1  Single Brush Polisher Colombia 400         4        $ 3,000          $ 12,000  2  Extractor SX 144         4        $ 2,000          $  8,000        Total          $ 20,000 We require shipment by August 17, 2013 to : PT Pama No. 1 Jl. Cileungsi,  Bogor, Indonesia Post Code 40156 Please refer to this order as "purchase order # SS01234. Should you need more information, please contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com. Sincerely, Dede Prana Purchasing Manager

3. Complaint Letter

Writing a letter of complaint can be tricky, but the most important thing to remember is to be direct and tasteful. No one will take your complaint seriously if you are ranting and raving. Take a look at this example complaint letter for ideas on how you should approach writing a letter of complaint.

Example complaint letter:

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

4. Application Letter Example

Ms Lucy Dibawa

Unit 3, 55 Peaches Rd

Newtown TAS 7004

Ph: 0400 375 120

Email: lucym20@hotmail.com

22 January 2011

Manager

Tuckerbox Foods

PO Box 583

North Hobart TAS 7002

Dear Sir / Madam

Re: Administrative Assistant Position

I am applying for the Administrative Assistant position as advertised in the Mercury on 24 January 2011.

My name is Lucy Dibawa and I am a former refugee from the Democratic Republic of Congo (DRC), arriving in Australia in 2007. In DRC, in the city of Lubumbashi which has a population of 1.4 million people, I worked as a personal assistant and administrative secretary performing many roles from accounts to marketing. My employment included working for Tenue Mining as a Secretary/Personal Assistant and at the Bureau Technique and Skie Air as Secretary and in Marketing. I enjoy this type of work and believe that my achievements were well regarded.

I have good skills in Word, Excel, Database and email & internet applications. I am very friendly, well presented, possess excellent oral communication skills and time management skills.

Since arriving in Tasmania I have been heavily involved in community activities, with both the Tasmanian Congolese community and also the wider community. I have been updating my skills to match the needs of the Australian workplace and am now very keen to find employment.

I am available to be interviewed at any time. My resume, giving more details about my experience is attached.

Yours faithfully

Lucy Dibawa

5. MEMO Example

Engineering Physics University of Wisconsin September 23, 1997

To: From: Subject:

Professor Michael Alley Cindy Reese CTR Request to Research How Credit Was Awarded for the Discovery of Nuclear Fission

For my EPD 397 project, please grant me permission to study the way in which credit has been awarded for the discovery of nuclear fission. Although Otto Hahn received the 1946 Nobel Prize in Chemistry for the discovery, several people assert that Lise Meitner and Fritz Strassman should have also received credit. In my research, I will attempt to discern how credit should have been bestowed. This topic meets the criteria for a successful topic in this course. First, I am interested in the topic. As a nuclear engineering student, I realize that the discovery of nuclear fission was perhaps the single most important discovery this century in my field. As a woman scientist, I am also deeply interested in the successes and challenges faced by other women scientists. A second way in which this topic meets the criteria is that it can be quickly researched. A computer search in the library has revealed many sources available on this topic. Attached to this memo is a summary of one such source, Lise Meitner: A Life in Physics by Ruth Sime. This topic also meets the third criterion for a successful topic in this course, namely, that it be technical. The fission of a uranium nuclear involves an understanding of both chemistry and physics principles. By focussing on this single discovery, I believe that I can achieve the fourth crierion for a successful topic: the achievement of depth. Finally, because the library system at the University of Wisconsin offers such a wide array of possible sources, including papers in German, and because many of these sources have been written for audiences more technical than my intended audience, I believe that I can create a project that is unique. If you have any suggestions for modifying this topic, please let me know. With your permission, I will continue researching. Attachment. source: http://www.cla.purdue.edu/careers/students/cover_letters/inquiry.html http://www.englet.com/order https://www.scribendi.com/advice/example_complaint_letter.en.html http://www.writing.engr.psu.edu/workbooks/samplememo.html

ASIGMENT FOR ENGLISH BUSINESS 1

1. DEFINITION OF ENGLISH BUSINESS

    Business means buying and selling, and English is the name of our mother tongue. Business English is obviously such English as is used in mercantile transactions. Our definition is quickly made.

But it will bear expansion. We must answer certain questions that inevitably arise. Is some special brand of English used in business? And how are we to know when we are studying business and when merely the English of business?

Take the first of these two questions. There are of course certain words which name business transactions primarily. Buy, sell, exchange, barter, trade, purchase, shop, customer, hire, rent, pay, fee, price, retail, wholesale, lease, mortgage, merchandise, commodity, goods, stock, office, factory, finance, money, funds, capital, interest, sum, amount, balance, cash, currency, bill, receipt, note, draft, check, bank, cashier, bookkeeper, stenographer, clerk - hundreds of words like these will occur to us at random as being mercantile words in a peculiar sense.

To be sure, they are not all limited to business transactions. Note the word brand. It is primarily mercantile, naming a particular kind of goods. But in the second paragraph, above, the phrase "special brand of English" appears. Here the word is used figuratively. Every business word can be extended in that way to social or literary use. 

2. TYPE OF BUSINESS LETTER

• Letters requesting information (inquiry)
• Ad sales letter (termed Sales letter) 
• Reply letter requesting information
• Letter of the terms and conditions of membership (usually called the Account Terms and Conditions)
• Waiver or confirmation
• Reservation letter also called an Order placing
• A letter or a lawsuit to recover damages (claim)
• Reply letter claims
• Letters Cover Letter or better known is a job application letter

3. PART OF BUSINESS LETTER

• The Heading (The Retern Address) or Letterhead - Companies usually use printed paper where heading or letterhead is specially designed at the top of the sheet. It bears all the necessary information about the organisation’s identity.

• Date - Date of writing. The month should be fully spelled out and the year written with all four digits October 12, 2005
  (12 October 2005 - UK style). The date is aligned with the return address. The number of the date is pronounced as an ordinal figure, though the endings st, nd, rd, th, are often omitted in writing. The article before the number of the day is pronounced but not written. In the body of the letter, however, the article is written when the name of the month is not mentioned with the day.

• The Inside Address - In a business or formal letter you should give the address of the recipient after your own address. Include the recipient's name, company, address and postal code. Add job title if appropriate. Separate the recipient's name and title with a comma. Double check that you have the correct spelling of the recipient 's name.
  
  The Inside Address is always on the left margin. If an 8 1/2" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

• The Greeting - Also called the salutation. The type of salutation depends on your relationship with the recipient. It normally begins with the word "Dear" and always includes the person's last name. Use every resource possible to address your letter to an actual person. If you do not know the name or the sex of of your reciever address it to Dear Madam/Sir (or Dear Sales Manager or Dear Human Resources Director). As a general rule the greeting in a business letter ends in a colon (US style). It is also acceptable to use a comma (UK style).

• The Subject Line (optional) - Its inclusion can help the recipient in dealing successfully with the aims of your letter. Normally the subject sentence is preceded with the word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."

• The Body Paragraphs - The body is where you explain why you’re writing. It’s the main part of the business letter. Make sure the receiver knows who you are and why you are writing but try to avoid starting with "I". Use a new paragraph when you wish to introduce a new idea or element into your letter. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

• The Complimentary Close - This short, polite closing ends always with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does. The traditional rule of etiquette in Britain is that a formal letter starting "Dear Sir or Madam" must end "Yours faithfully", while a letter starting "Dear " must end "Yours sincerely". (Note: the second word of the closing is NOT capitalized)

• Signature and Writer’s identification - The signature is the last part of the letter. You should sign your first and last names. The signature line may include a second line for a title, if appropriate. The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

• Initials, Enclosures, Copies - Initials are to be included if someone other than the writer types the letter. If you include other material in the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines below the last entry. cc means a copy or copies are sent to someone else. 

4. STYLES OF BUSINESS LETTER

    Six letter styles have been established for use in business offices. The two most commonly used of these are the block and semi block styles.

• Full block

All lines of typing begin on the left hand margin. There are no paragraph indentions. Letters that are typed in the full block style are always single spaced

• Block

All lines of typing begin on the left hand margin except the date, the complementary close, and the signature line.

•  Semi block

The first line of each paragraph is indented. Otherwise, the semi block style is exactly like the block style.

            

•  AMS Simplified letter

All typing in the Administrative Management Society Simplified Letter begins on the left margin, as in the full block style. This form omits the salutation and the complimentary close.

•   Hanging Indented (Inverted)

      The hanging indented style is identical the semi block format except that the first line of each paragraph is typed flush with the left margin and all lines following are indented five spaces. This style is usually seen only in advertising letter, where it’s unique paragraphing catches the eye.  

•  Official (Formal or Personal)

      The official letter style is usually prepared in either the block or the semi block format. The inside address, however, is located two to five lines below the typed signature line, not at the top of the page. The official letter is used only when writing to highly placed official or to extend congratulation, appreciation, or sympathy.

           source: http://www.testden.com/business-english/Chapter-I-Definition-Of-Business-English.html (definition)