Definition of Letter
A letter is a written
message
from one party to another containing information. Letters guarantee the
preservation of communication between both parties. They bring friends or
relatives closer together, enrich professional relationships and provide a
satisfying mean of self-expression. Letters contribute to the protection and
conservation of literacy, which is the ability to write and read. Letters have
been sent since antiquity and are mentioned
in the Iliad by Homer
(lived around 7th or 8th centuries B.C.). Works by both Herodotus
and Thucydides,
also mention letters.
1. Application
Letter
A
letter of application, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and
experience.
The
letter of application is intended to provide detailed information on why are
you are qualified for the job you are applying for. Effective application
letters explain the reasons for your interest in the specific organization and
identify your most relevant skills or experiences.
Your
application letter should let the employer know what position you are applying
for, why the employer should select you for an interview, and how you will
follow-up.
What to Include in a Letter of Application
When
writing an application letter you should include:
Subject (for an email letter)
List the job you are applying for and your name in the Subject Line of your email message, so the employer is clear as to what job you are interested in and who you are.
List the job you are applying for and your name in the Subject Line of your email message, so the employer is clear as to what job you are interested in and who you are.
Greeting
Begin your letter greeting with "Dr./Mr./Ms. Last Name." If you do not know the employer's last name, simply write "Dear Hiring Manager" or leave the greeting off the letter and start with the first paragraph.
Begin your letter greeting with "Dr./Mr./Ms. Last Name." If you do not know the employer's last name, simply write "Dear Hiring Manager" or leave the greeting off the letter and start with the first paragraph.
- First Paragraph: Why you are writing - mention the job you are applying for and where you found the listing.
- Middle Paragraph(s): What you have to offer the employer - mention why your skills and experience are a good fit for the job.
- Last Paragraph: Say thank you to the hiring manager for considering you and note how you will follow up.
Signature
End your cover letter with your signature, handwritten, followed by your typed name.
When you submit your resume,
you will typically need to write a cover letter as well. Since it is a formal
letter, there are set guidelines for what information to include in your cover
letter.End your cover letter with your signature, handwritten, followed by your typed name.
The following cover letter format lists the information you need to include in the cover letter you submit with your resume. Since a cover letter is a formal letter, it's important to adhere to these formatting standards.
Use the guideline below to create customized cover letters to send to employers. Then, review cover letter samples, a cover letter template, and tips for formatting hard copy and email cover letters you can use to write your own letters.
Cover Letter Format
Your Contact InformationName
Address
City, State, Zip Code
Phone Number
Email Address
Date
Employer Contact Information (if you have it)
Name
Title
Company
Address
City, State, Zip Code
Salutation
Dear Mr./Ms. Last Name,
Dear Mr./Ms. Last Name,
- Cover Letter Greeting Examples: Note: If you do not have a contact name, you can skip the salutation entirely. Or, you can use Dear Hiring Manager, To Whom It May Concern, or one of the other examples listed in the link. Ideally, you will be able to address your cover letter to a specific person. Doing research can help you figure out who is the most appropriate person to receive the letter. Note: If you do not know the gender of your contact, you can write out the person's full name, e.g., "Dear Cory Smith"or "Dear Jordan Parish."
Body of Cover Letter
The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up. Organize the body of your cover letter into the following paragraphs:
The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up. Organize the body of your cover letter into the following paragraphs:
- First Paragraph
The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for and where you found the job listing. Include the name of a mutual contact, if you have one.
- Middle Paragraph(s)
The next section of your cover letter should describe what you have to offer the employer. Mention specifically how your qualifications match the job you are applying for. Think of this section of the cover letter as where you're making a pitch for your fit as an employee and show makes you a great candidate. Keep in mind that employers will be more interested in what you can do for them, than a list of your background. Make the connection between your qualifications and the job requirements clear. Use this section to interpret your resume—don't repeat from it verbatim.
- Final Paragraph
Conclude your cover letter by thanking the employer for considering you for the position. Include information on how you will follow-up. Optionally, you can briefly restate why you would be a good fit for the position.
Example of Application
Letter
February 28, 2003
Engr. Rigor Buenvinna
Samsung Products Inc.
1345 St. Bernard Drive
Pasig City
Dear Engr. Buenvinna:
In March 2003, I will be graduating from the University of the Philippines with a Bachelor’s Degree in Electrical Engineering. I am writing to explore the possibility of employment as a Control Systems Engineer at your Pasig facility.
Early in my coursework at UP, I seriously began considering future employment with Samsung Products Inc. We use a number of your products in our laboratory work, and their design, precision and reliability are impressive. More recently, however, I noted in a professional computing journal that you are undertaking a new project to apply microcomputers in automatic control systems. Many of my electives were in the fields of control systems and computers, and I have worked for two summers in microcomputers applications. I believe that I am well qualified to begin working on your new project; I know that it is directly related to my interests.
The enclosed resume details my educational background and experience. I will be in the Pasig area on the first week of January and I could be available for an interview, if convenient. In the meantime, if you need any further information, you may contact me at 047.791.2991. I look forward to hearing from you soon.
Sincerely yours,
Jayson Andaya
Engr. Rigor Buenvinna
Samsung Products Inc.
1345 St. Bernard Drive
Pasig City
Dear Engr. Buenvinna:
In March 2003, I will be graduating from the University of the Philippines with a Bachelor’s Degree in Electrical Engineering. I am writing to explore the possibility of employment as a Control Systems Engineer at your Pasig facility.
Early in my coursework at UP, I seriously began considering future employment with Samsung Products Inc. We use a number of your products in our laboratory work, and their design, precision and reliability are impressive. More recently, however, I noted in a professional computing journal that you are undertaking a new project to apply microcomputers in automatic control systems. Many of my electives were in the fields of control systems and computers, and I have worked for two summers in microcomputers applications. I believe that I am well qualified to begin working on your new project; I know that it is directly related to my interests.
The enclosed resume details my educational background and experience. I will be in the Pasig area on the first week of January and I could be available for an interview, if convenient. In the meantime, if you need any further information, you may contact me at 047.791.2991. I look forward to hearing from you soon.
Sincerely yours,
Jayson Andaya
2.
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.
· Inquiry Letter Definition
A
document requesting information sent on behalf of an individual or an
organisation for their own respective purposes, which can be mutually
beneficial to the recipient and the sender.
The term ‘Inquiry’ is same as ‘Enquiry’.
The former is more commonly used in U.S. and the latter one is more common in
U.K. There are some other terms which represent the letters;
these are Letter of Intent, Letter of Interest,
Query letter, Prospecting Letter, Pre-proposal
Letter and Concept Paper. The term ‘Cover Letter’,
‘Business Letter’, ‘Request Letter’ and ‘Sales Letter’ is also applied to an
inquiry letter especially when the objective is same as that of letter for
inquiry.
A letter
of inquiry serves to facilitate business operations and satisfaction of the
sender. Inquiry letters remove any misunderstanding and are time savers,
especially when two parties want to reach an understanding. The communication
towards this effect resolves the issue without any delay. With relation to it
being a ‘Pre-proposal letter’, the inquiry letter is also termed as a ‘Condensed
Version of a Proposal’. It is the outcome of the purpose of the letter
which highlights the points of a proposal instead of a full-fledged proposal.
On an
individual’s basis, these letters are sent to companies that are willing to
hire but haven't advertised job openings. It can also be a letter addressed to
editor in-charge of a publication proposing certain literary work. It can be a
letter from a student who is vying for a seat in a college or a business that
provides an internship. So, the objective of an enquiry letter is same but its
projections and audiences are different. Same goes for its method of delivery,
it can be sent via paper mail or electronic mail.
Your Street AddressCity, State Zip Code
Telephone Number
Email Address
Month, Day, Year
Mr./Ms./Dr. FirstName LastName
Title
Name of Organization
Street or P. O. Box Address
City, State Zip Code
Dear Mr./Ms./Dr. LastName:
Opening paragraph: State what position you are inquiring about; how you learned of the organization or position, and when you will be qualified for the position.
2nd paragraph: Tell why you are interested in the position or type of work the employer does (Simply stating that you are interested does not tell why, and can sound like a form letter). Demonstrate that you know enough about the position by relating your background to the employer or position and mention specific qualifications which make you a good fit for the employer's needs. This is an opportunity to explain in more detail relevant items in your resume. Refer to the fact that your resume is enclosed. Mention other enclosures if such are required to apply for a position.
3rd paragraph: Indicate that you would like the opportunity to talk with the employer to learn more about their opportunities or hiring plans. Restate briefly why you're so passionate about the opportunity you're applying for. State that you would be glad to provide the employer with any additional information needed. Thank the employer for her/his consideration.
Sincerely,
(Your handwritten signature)
Your name typed
Example of Inquiry Letter
15 January 2011(2)
The Sales Manager,Melody Modes Ltd.,
Carrham, Upminster UE12.(3)
Your Ref: KPS/C3, Our Ref: Con/13/1(4)
Dear Sir,Thank you for your letter of 12 January regarding our conference facilities for your sales convention in July this year.(5)
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.(6)
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.(7)
Yours faithfully,
Hector Manning
General Manager(8)
General Manager(8)
3. Complaint Letter
A letter of complaint, or complaint letter, is normally written to deal with a problem situation when other attempts (i.e. phone contacts, e-mails, etc.) have failed to rectify the situation.
The complaint letter formalizes a problem situation by putting it into writing and is usually the last resort to try to get a situation resolved.
Properly written complaint letters can be very powerful and almost always get results, making them worth writing. To read an article on the subject of writing effective complaint letters.
Example of Complaint Letter
Flat 303 Lucky Mansions
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon
4
January 2011
The
Administrative Officer
Exhibition Services
Exhibitions International
33 Kadoorie Avenue
Kowloon
Exhibition Services
Exhibitions International
33 Kadoorie Avenue
Kowloon
Dear
Sir/Madam
I
attended your exhibition Sound Systems 2010 at the Fortune Hotel from 24 - 28
December and found it informative and interesting. Unfortunately, my enjoyment
of the event was spoiled by a number of organisational problems. I explain each
of the problems below.
Firstly,
I had difficulty in registering to attend the event. You set up an on-line
registration facility, but I found the facility totally unworkable. Even after
spending several wasted hours trying to register in this way, the computer
would not accept my application. I eventually succeeded in registering by
faxing you.
Secondly,
the exhibition was held at one of Hong Kong's most prestigious hotels, but
frankly the venue was better suited to a medium-sized business conference than
to a large exhibition open by registration to the public. The lack of space led
to serious overcrowding in the venue, particularly at peak visiting times (i.e.
lunch times and early evening). On one or two occasions I was also seriously concerned
about the physical safety of attendees.
The
final point I want to make concerns product information. It is very enjoyable
to see and test a range of excellent sound systems, but it is also important to
be able to take away leaflets on interesting products, so that more research
can be done before deciding which system to buy. However, by the time I
attended the exhibition all the leaflets had been taken.
Could
I please ask you to look into these matters - not only on my behalf but also on
behalf of other attendees, and in fact on behalf of your company, too.
I
look forward to hearing from you.
Yours
faithfully
Michael Leung
Michael
Leung
4.Purchase 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.
- Order Letter Definition
An “Order” is an expense for the person placing the order and an income for the one getting it. But this is not all. The company that bags the order has to fulfill lot of commitments to ensure that it has a satisfied customer, which can be an individual or another company. Timely delivery of the order, quality of delivery and after sale service – are all part and parcel of getting an order.
An Order 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.
An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties. It should have details such as product specifications, quantities, price agreed upon, delivery date, late delivery clauses, etc. It should be addressed to the person responsible for the execution of the order with a copy to the head of department. Since it is totally an official letter it should be typed.
Example of Purchase Order Letter
From:
Robert S. Bunch
Purchasing Manager
Rodeo Enterprise
1941 Jail Drive
Cambridge, IL 61238
October 11, 2010
To:
Fred B. Guild
Store Manager
Fuller Productions Industry
680 Bee Street
Traverse City, MI 49686
Dear Mr. Guild
RE: Purchase Order for Products
On behalf of Rodeo Enterprise, I would like to place an order for the following products from your company. Please refer to the attachment for the order list.
The terms and conditions will be the same as per our previous orders; that is, cash on delivery. Please note the extra condition with this batch of order; that is, the products on the order list must be delivered within a month from the date of this order letter.
We are in an urgent rush for our annual year end production and we need these products within a month to meet our production target. If you miss our specified delivery target, there will be a penalty incurred on your pricing, as per our business collaboration contract which is effective until the end of 2013.
Thank you for your kind understanding and prompt service. Please feel free to contact me for further clarifications on this purchase order.
Yours Sincerely,
Robert S. Bunch
Purchasing Manager
Sumber
http://www.belajarbahasainggris.us/2012/01/contoh-surat-lamaran-kerja-bahasa.html
http://jobsearch.about.com/od/jobsearchglossary/g/letterofapplication.htm
http://www.bothell.washington.edu/careers/job-search-tools/coverletters/sample-inquiry
http://habibie16.blogspot.co.id/2013/10/inquiry-letter-order-letter-definition.html
http://dya08webmaster.blog.com/2012/12/05/example-of-inquiry-letter/
http://yanizzeccson.blogspot.co.id/2011/01/complaint-letter.html
http://jobsearch.about.com/od/jobsearchglossary/g/letterofapplication.htm
http://www.bothell.washington.edu/careers/job-search-tools/coverletters/sample-inquiry
http://habibie16.blogspot.co.id/2013/10/inquiry-letter-order-letter-definition.html
http://dya08webmaster.blog.com/2012/12/05/example-of-inquiry-letter/
http://yanizzeccson.blogspot.co.id/2011/01/complaint-letter.html
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