business corespondence

Appointment Letter & Replay

An appointment letter is written to schedule the appointment for a meeting for the business purposes. You should mention the purpose for the meeting or any other event in the letter. Also, please ensure to describe your expectations from the meeting. Try to keep the language very sophisticated and tone of letter cordial if you are seeking an appointment for job interview. After writing an appointment letter, of course there is a replay from the appointment letter is written to confirm an appointment.

Expression used in Appointment Letter :

·         Herewith this letter I would like to .....

·         I have to inform you that .....

·         I am writing to confirm our appointment that .....

·         Thank you for your letter of .....

·         Regret I have to inform you that I cannot  come to .....

·         Please confirm to Mr/Mrs .....

·         Please let me know .....

·         I look forward to hearing from you.

·         If you need more information, please do not hesitate to telephone Mr/Mrs ....

Kind of appointment letter :

·         Employment appointment letter

·         Business appointment letter

·         Sale and purchase appointment letter

·         Lease appointment letter

Letter of agreement usually need a assurance that both sides there are no losers.
In a letter of agreement usually includes an agreement on the rights and obligations of each party are each bind themselves to do something or not do something. In addition to the two sides, sometimes in the agreement involves a third party to confirm the agreement.

Example An Appointment Letter & Replay :

Appointment Letter :

PT.INDAH MAKMUR

Jalan Tirtayasa No. 27

Cilegon

12 June 2013

Mr. Green
PT.  Angkasa Jaya
Jalan Patimura No.34
Jakarta

Dear Mr. Green :

Herewith this letter I would like to inform that Mr. Joe will be visiting Canada to attend the opening of Merlin Hotel and intend to stay for one week to arrange various business matters. He would like you to meet you on Saturday 15 June 2013 at 10 am in his Suite hotel at the Merlin. Please confirm to Miss Avril at 021-345879 if this dates and time is convenient.

Yours sincerelly,

Avril Afiantina

Secretary

Replay Letter :

PT.  Citra Jaya

Jalan Patimura No. 314

Jakarta

14 June 2013

Mrs. Siska Santina

PT. Abadi Makmur

Jalan Tirtayasa No. 124

Dear Mrs. Siska Santina,

Thank you for your letter of 12^th  June 20013, it was written that you wanted to make an appointment with Mr. Benny, our General Manager. He will be very pleased to receive a visit from you on Thursday, 15 June 20013at 10.00 in our campus. He is looking forward to seeing you soon.

Yours sincerelly,

Rina Alaska

Secretary

Sales Letters

A sales letter is a piece of direct mail which is designed to persuade the reader to purchase a particular product or service in the absence of a salesman. Sales letters are used to introduce products or services to consumers. As such, sales letters tend to use formal letter structures and are rather impersonal because they are sent to more than one person. Sales letters often ask readers to consider a "pain point" - a problem that a person needs solved, and then introduce a product that will provide the solution.It's important to quickly move to your sales pitch in your sales letter as most readers will understand that your sales letter is a form of advertising. Sales letters also often include an offer to encourage customers to try the product. It's important that these offers are clear and provide a useful service to the reader.

Components :

An efficient sales letter contain four interrelated parts.

1.      Getting the reader's attention.

2.      Create interest and build desire for the product.

3.      Offers convincing proof.

4.      Persuade the reader to act.

Expression used in Sales Letter :

·         Are you having trouble ...

·         This is why it is important to have ...

·         At X, we have the skills and experience to ...

·         May we stop by and offer you a FREE estimate of how much it would cost to ...

·         If so, give us a call at X and set up and appointment with one of your friendly operators.

Sample Sales Letter :

PT. MAJU MUNDUR

Jalan Cendrawasih No. 287

Cilegon

15 June 2013

Mr. Rely
PT. JAYA BADI
Jalan Rajawali No. 26
Serang

Dear Mr. Rely :

I would like your help in solving a problem that people in business may have, therefore i would like your assistance in answering the enclosed survey of our medical supplier. By doing so you will let us know how we can best serve you. I will be calling you on Wednesday to ask your time to help us serve our costumers better. For your willingness to help us, herewith this letter we are sending you a small gift. Thanks for all your help.

Yours sincerelly,


Renny Anggraeni
Head Of Marketing

Invinition Letter

Invitation letter is a letter that contains an invitation or invite others to a group of people or the general public. Letter of invitation can be used for official purposes / semi-formal or informal.

Formal invitation letter is a letter that it expects the presence of a person at an event or particular purpose at the time and place that has been determined and written with a formal language. The letter format should have a professional appeal and must there is company’s logo in the letterhead. Example : Meeting Invitation Letter.

Informal invitation letter is a letter written in informal language such as birthday invitations, wedding invitations, invitation letter reunion, etc. Language used in informal letters are usually friendly. Likely to feel special and invited her presence was eagerly awaited. There are no specific rules for the format of an informal letter. However, informal invitation letter should have a warm approach.

Expression used in Invinition Letter :

·         We would like to invite for .....

·         Herewiith this letter we would like to .....

·         I am writing this letter to .....

·         We are looking forward to seeing you .....

·         Please call Mr/Mrs .....

·         I hope to see you soon.

Sample Formal Invitation Letter :

Lockwood Middle School

307 Main Street

Lockwood, NJ 51686

December 10, 2008

Mrs. Jody Coling

 Lockwood Health Association

 23 Main Street

 Lockwood, NJ

Dear Mrs. Coling:

My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School.

A significant amount of the students at the school have been working on a project which relates to the unemployment problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the media room of the school where a variety of proposals that will demonstrate the ability of the community to develop employment opportunities for the youth within the community.

At the presentation, there will be several students receiving awards which will recognize them within the community from the Mayor. Refreshments will also be available at the presentation.

As one of the prominent figures in the community, we would be honored by your attendance. Our special presentation will be held at our school auditorium on January 16th. Please reply by Monday the 9th of January to confirm your attendance to the function.

We look forward to seeing you there,

Yours sincerely,

Ms. Susan Harris

Sample Informal Invitation Letter :

 

Dear : Mrs Janet

Herewith this letter we would like you to come to my sweet 19^th birthday party.

It will be held on Saturday, 29 June 2013 at 7 pm,

Tammany Cafe, Jalan Taming Raya 12 Jakarta

Dress Code : White T-Shirt and Blue Jeans

I hope to see you soon.

business corespondence

Collection Letter

B

usinesses would not run if everybody had money for everything that she/he desired to have. It is only because of money being available with someone that there are people who fulfill their dreams. A Creditor may be a person or an institution or a bank that offers the facility of giving money as loan to be paid back with interest. A Debtor on the contrary is a person or an organization that takes the money for its business or any other requirement.

A creditor usually writes a Collection Letter to her/his debtor. This letter is written when a payment is either due or overdue. It could also be just a simple reminder Collection Letter for the debtor.

The intent of a collection letter is to prod you into paying the amount you owe a creditor. Typically, customers who owe money receive one letter after another. The tone of the letters gets more direct with each letter, according to the Business Dictionary. The letters are trying to strike the right balance between achieving the goal of getting you to pay what you owe and keeping you as a future customer.

There maybe several good reason why a customer fails to pay on time. there is of course always the customer only read to invent excuse and who needs to be watched. each case must be treated well, the style and tone of any letters sent depending on such factors as age of debts, whether the late payment is habitual, and how important the customer is. your letter must be polite for example by inserting the word "with regret".

The Goal : Creditors send collection letters with the presumption that the customer will pay. Creditors often include a self-addressed, stamped envelope to make it easier for customers to send in the payment.

Effective Letters : To make it easier for you, collection letters should get to the point quickly and should be easy to read, according to the Entrepreneur website. The first sentence you read should explain the letter's purpose. The next sentence should expand on the reason for the letter. Then, there may be a suggestion about how you can solve the problem. The letter should end by thanking you for your attention to the matter.

Errors : If you receive a collection letter in error, you should respond back in writing about what the error was. You may have received the letter by mistake, or you may be a victim of identity theft. The creditor also may have incorrectly tallied the amount that you owe.

Sometimes a customer will voluntarily explain his difficulties and ask to postpone payment. the following is recommended plan for such a letter:

·         refer to the account that cannot be paid immediately

·         regret inability to pay, giving reasons

·         suggest extension of period for payment

·         hope suggestion will be accepted

Letter requesting payment of overdue accounts are termed “collection letters”. They have a two fold aim :

·         to persuade the customers to settle his account

·         to retain his custom and good will

Therefore the need to write with tact and restraint since it is easy to give offence and it may be that the writer himself is in fault, as where a payment received has not been recorded or the services given is not satisfactory. a customer whose account is slightly overdue would understandably be offended to received a personal letter reminding him of this. that is why the first two reminders usually take the form of end -of- the month statement of account.

There may be circumstances where an individual letter rather than a form letter is more appropriate. It should then be addressed to a senior official and marked “Confidential”. The need for a cautious approach is always necessary since the customer may not  be in fault.

If a replay to the first application is not received, a second letter as a reminder can be sent but still must be polite and should be sent after about ten days. Nothing must be said to cause annoyance or ill will. You want your customer’s cooperation and won’t get  it by annoying him.

Typed and addresses to a senior official under “Confidential” cover, the letter should be planned as follows :

·         Refer to previous application

·         Assume that something unusual accounts for the delay in payment

·         Suggest that an explanation would be welcome

·         Ask for a payment to be sent

If payment is still not made and if no explanation has been received, a third letter becomes necessary. The writer will show that he intends to take steps becomes necessary. The writer will show he intends to take steps to enforce payment. The steps he will take depend upon individual circumstance. The following is suitable plan for his letter :

·         Review earlier efforts to collect payment

·         Give a final opportunity to pay by fixing a reasonable deadline

·         State that you wish to be fair and reasonable.

The Rules Of Collection Letter :

• A Collection Letter should be written well before the payment due date so that it gives enough time to the debtor to arrange for the funds
• It should be short and brief
• The letter should only talk about the current payment due or about any pending payments only
• Even though the creditor writes this letter, the tone of the letter should not be rude or insulting or humiliating or threatening. The creditor must not forget that the debtor has taken money under some compulsions
• The language of the Collection Letter should be simple and easily understandable
• It should clearly give the deadline by when the payment needs to be made
• The letter must also have the date when the letter has been written to be able to track it later
• Since it is a Collection Letter and it has a loan reference attached to it, the reference number should also be mentioned in the letter to track the payment history of that particular loan
• A Collection Letter is purely an official letter so it should always be typed
• There should not be any grammatical or punctuation errors
• Any repercussions for non payment should also be mentioned in the letter to ensure transparency of communication

First Application for Payment (to a regular payer) :

 

DANAMON BANK

Jalan SA Tirtayasa No. 5

Serang – Banten

4^th June 2013

Mrs. Sandra Agustina

Jalan Teratai No. 10

Serang

Dear Sir,

As you are usually very prompt in settling your accounts, we wonder whether there is any special reason why we have not received payment of the above account, it has already been a month overdue.

We think you may not have received the statement of account we sent you on 30^th May 2013 showing the balance of Rp. 9.000.000 as then owing. We enclose a copy and hope it may have your early attention.

Yours faithfully,

M. Edwin

Finance Consultant

Second Application for Payment :

 

DANAMON BANK

Jalan SA Tirtayasa No. 5

Serang – Banten

11^th June 2013

Mrs. Sandra Agustina

Jalan Teratai No. 10

Serang

Dear Sir,

We do not appear to have received any reply to our two previous request of 4^th June 2013 for payment of the sum of Rp. 9.000.000 that still owes on your account.

It is with the utmost regret that we have now reached the stage when we must press for immediate payment. We have no wish to be unreasonable, but failing payment by 18^th June 2013,I am afraid you will leave us no choice but to place the matter in other hands, but we sincerely hope this will not become necessary.

Yours faithfully,

M. Edwin

Finance Consultant

Final Collection Letter :

 

                                            DANAMON BANK

Jalan SA Tirtayasa No. 5

Serang – Banten

1^st July 2013

Mrs. Sandra Agustina

Jalan Teratai No. 10

Serang

Dear Sir,

We are surprised and very much regret that we have received no replay to the further letter we sent you on 11^th June 2013 regarding the long overdue payment of Rp. 9.000.000 on your account.

Our relation in the past has always been good. Even so, we can not allow the amount to remain unpaid indefinitely, and as we have received no replies to any of our several request for payment, we are now reluctantly compelled to have recourse to see to law, unless the amount due is paid or you give an explanation received by the end of this month.

Yours faithfully,

M. Edwin

Finance Consultant

Example Collection letter :

 

PT. NUSANTARA JAYA

Jalan Anggrek No. 88

JAKARTA

30 May 2013

John Wilson

Jalan Mega Block No. 12

JAKARTA

Dear Sir,

ACCOUNT NUMBER FT384738

According to our records the amount shown on our statement dated 25 May 2013 has not been paid. The amount owing is $4,522.50.

If payment has already been made by the time you receive this letter please accept my apologies for troubling you. However, if payment has been overlooked I hope you will settle this account as soon as possible.

Yours faithfully,

Goerge S.

Account Manager

Example Collection letter :

 

PT. KRAKATAU STEEL

jalan garuda  No. 9

                                                                                           JAKARTA              

1^st June 2013

Tania Harahap

Jalan Nusa Indah No. 10

Jakarta

Dear Sir,

Our records show that your current balance with us is $0.00, of which $0.00 is now past due. We hope this is merely an oversight on your part. If you haven't already sent a payment for the past due amount to us, please do so today.

If a problem has arisen that we should be aware of, please call us immediately to discuss it. We value your business, and we'd like for you to resolve this issue as quickly as possible.

Yours sincerely,

Frank Smith

Account Manager