The letter is an integral part of human activity in modern times. Driven by economic needs and social demands, the human will is a growing relationship with individuals, both located nearby or elsewhere.
A. Basic philosophy
An organization or company must make contact with another organization to its business activities can be run properly and smoothly. In the effort to establish and nurture that relationship 'mail' still plays an important addition to the use of other means of communication such as telephone, faxcimili, internet and others. So it is 'business correspondence' is basically a wide range of activities through the exchange of information and data media in supporting the correspondence between a company's business activities with other companies.
The letter was written a useful communication tool for conveying information from one party to another. Such information may include notices, announcements, statements, requests, requests, reports and so on. By means of letters, each person can directly communicate with each other without having to come face to face first.
The letter is usually also frequently used as evidence in writing authentic 'black and white'. Therefore, words and sentences in the letter should be prepared to effectively and efficiently and well organized and thorough. Accuracy and precision are needed to ensure the accuracy of the contents of the letter as it was intended by the sender.
The letter can reflect the 'image' of the sender, be aware that companies need to be selective in choosing a secretary who will handle correspondence or correspondence activity, the company's image can be tainted and tarnished if the affairs of the correspondence in its business activities are handled by a secretary who did not master the technique and ethics correspondence. Letter as a message that stated in written form will sometimes be read over and over again by the recipient, the sender should therefore try to give a good impression in the minds of the recipients of the letter.
Write a 'letter' that either do not require special skills as an author of novels, poetry, short stories or other literary works, because basically the 'letter' is not a literary masterpiece. Nevertheless, a good letter menyususn not as simple as is often imagined, because there are certain rules and habits that are generally applicable and should be met by each author of the letter.
In this subject, cq. 'Correspondence' business will be discussed procedures for writing a good letter in terms of form, content, type, model and language commonly used in writing the letter. Besides, it will be presented as well as some examples for each type of letter discussed in this lecture to students more easily learn and understand.
2. Mail function
Letter writing serves as a communication tool to convey messages or information from one party to another, therefore the letter could also reflect the self-image, quality and prestige of the sender. In the world of 'business' or 'service' agencies of government, the documentation is very important letter, because letters / out dpat be used as:
A. Authentic written evidence and have the force of law that are binding, for example: Letter of Agreement, Receipt, Proof of receipts, invoices, and so forth.
2. As a reference, in planning or following up on a particular activity. For example: set of letters that well-documented and archived the data sources that will be needed in planning activities and to determine the attitude, follow up on an activity / specific decisions.
3. Collateral Security and Ownership, eg: Travel Letter, Certificate etc..
4. Means of Promotion (Ad) for the sender, especially in many types of documents such as businesses offering brochures, leaflets, price lists and so on.
5. Effective means to overcome the constraints of time, distance and power. Etc..
3. Letter of Good
The writer of the letter can make a good and right in the activities of business correspondence if the letter writer is aware of several requirements and specific characteristics of a good letter. Here are some terms and the characteristics of a good letter is:
a. Form letter should be tailored to the content, message and the urgency
b. The language used should not be rude or offensive, and still be polite.
c. Sentences in a letter must comply with the rules of Indonesian grammar are correct (EYD). Therefore, knowledge of grammar is good and right is absolutely necessary.
d. The letter contents need not be too long and wordy, but using language that is efficient, effective and straightforward, but must keep the courtesy to be more easily understood and memorable depth.
In the preparation of 'letters' that are 'official' or 'official' letter writers also need to consider the following points:
a. Prepare and draft a letter with a good plan (draft)
b. Establish and control issues disclosed akian
c. Setting the reference material: documents / archives and a wide range of supporting data required
4. Importance of Business Contact
Some of the survey on international business transactions explains that about 80% of communication and interaction activities import-export business is usually done through correspondence (correspondence), especially by means of telex, faxcimili and above all via e-mail. While the rest is usually done through a negotiated face to face 'face to face negotiation'. This means that the correspondence holds a very important role in international trade in general.
Negotiated face to face 'face to face negotiation' will also eventually be formulated and documented in the form of correspondence or correspondence. Because the results of face to face meetings of both parties to negotiate will be poured in the form of notes 'the minutes' or hours. Minutes as written records will usually be initialed (given initial) of each of the negotiating parties, as a sign of an interim agreement.
If negotiations are conducted face to face in recent times and continuous, then all records of the minutes of each meeting will be set forth in the final conclusion is called the "Approval in Principle" or Memorandum Of Understanding, known by the acronym 'MOU'. MOU will then be signed by both parties that an agreement in a simple ceremony called the 'assignment of the MOU'.
Thus it is clear that although a transaction carried out by face to face, in the end it will be formulated in writing, or in the form of documents and correspondence. So any way used in the transaction whether by correspondence or face to face negotiations, ultimately correspondence will remain the most important role, because without a good correspondence through the medium of regular mail, telex, facsimile, email, etc. then a transaction is particularly import-export trade it seems impossible to be implemented.
a. Both the correspondence and Citra (Favourable Image)
In practice most of the business relationship so we can only know our company through the papers (brochures, leaflets, price lists) that we send. They are not us personally with applicable or personal. Therefore, the design of the form and content of the letter from the letterhead, the letter and the language used will be the beginning of a reflection of our corporate existence.
Corporate image in the early stages of introduction may be represented by only a glimpse of the cover forms an envelope or letterhead, therefore the design envelope and letterhead needs to be made with an elegant and beautiful designs that can provide basic information about the company, especially those that can demonstrate the extent to which the integrity and bonafides company
b. Correspondence and Reputation (Good Reputation)
If the company we have obtained the first order (first order = trial order) then this means that we begin to enter a crucial stage in the life of the business. The first order is a test of reliability the company, and one measure that can be used is whether the company can keep commitments, in particular about the 'right quality and on time' as agreed in the document 'MOU'.
c. Correspondence and Belief (Reliability)
A good image comes from the appearance of good birth, while the good reputation of the company's ability to be born in or hold the promise of commitment in showing good performance. If the company can achieve both objectives above, the customer will automatically put their trust in the company in the business transaction activity. The role of the correspondence is very important to be able to support the achievement of realizing the third goal is the achievement of: image, reputation and trust of business partners.
5. Contact ethics
Based on the above description we have seen how important the role of correspondence in supporting the company's business activities, here are some things that need to be raised relating to the 'procedures and ethics "in business correspondence, among others:
A. Contents Letter
The purpose of each correspondence is to communicate or convey a message, message, news and information and data to our business relationship with good and right and in a polite way. Basically 'the letter' a good must satisfy three conditions as follows:
a. Clearly, the message and the message conveyed
b. Right (data & information), especially when related to the numbers.
c. Correct (grammar) and concise delivery.
2. Language of Good and True
The words, phrases and language used in correspondence must meet the following requirements:
a. Clearly spelling, get used to using words appropriate to the context of a particular sentence, if necessary you can use a dictionary to find the right words (especially for correspondence in English)
b. Do not use words that have double meanings and misrepresentation leading to confusion bias that confuses recipients.
c. Use a coherent grammar and do not need to add the frills and small talk is not needed. English grammar is basically almost the same with the Indonesian language, so if we can construct a sentence Indonesian well and correctly, it will be very easy to be ditrabslate or translated into English properly anyway.
3. Write and Type in the Tidy
Remember that letter that we send will reflect our self-image and personality. Typed or neatly written that would give the impression that the writer of the letter or the person who signed the letter is a thorough, clean, tidy and efficient. Avoid using eraser (tip-ex) or correction pen, because the formal business letter should bias showing thoroughness and professionalism of the sender.
4. Notice Letter Layout
The composition of the contents of the letter and lay outnya in general can be divided into sections as follows:
Reference space, space name and address, the opening line, contents of the letter, the closing sentence, name of sender, sender's signature and title of the sender. Further discussion on this issue will be discussed in subsequent chapters. (Chapter-2).
5. Reading Back (Correction)
Before you send a certain letter or sign, you first take a moment to reread the letter, it is important to avoid the fatal mistakes that should not have happened. If you are a manager you should not rely 100% correspondence to the secretary of your business, check before you sign the letter, because you are the person responsible for the content of the letter, remember the contents of the letter could later be used as evidence in court in case of disputes and dispute business relationship with you, so read it again and again before you sign it.
6. Back soon
Try to reply to every letter that goes 'immediately' after receiving the letter. If the reply to incoming mail on the same day. Do not postpone until tomorrow what you can accomplish today. Probably most customers decided to buy a product from your company is not out of consideration for the price or quality of goods, but rather based on the speed of service and our attention to the satisfaction of customer needs. Immediately give the response answers the incoming orders, while the usual answer incoming orders even though only a notification that the letter sent by the customer orders we have received so-called Acknowlwdgement Receipt, then no later than 7 working days after we have received a letter ordering should be able to provide answers and certainty about whether or not the order is filled.
A. Basic philosophy
An organization or company must make contact with another organization to its business activities can be run properly and smoothly. In the effort to establish and nurture that relationship 'mail' still plays an important addition to the use of other means of communication such as telephone, faxcimili, internet and others. So it is 'business correspondence' is basically a wide range of activities through the exchange of information and data media in supporting the correspondence between a company's business activities with other companies.
The letter was written a useful communication tool for conveying information from one party to another. Such information may include notices, announcements, statements, requests, requests, reports and so on. By means of letters, each person can directly communicate with each other without having to come face to face first.
The letter is usually also frequently used as evidence in writing authentic 'black and white'. Therefore, words and sentences in the letter should be prepared to effectively and efficiently and well organized and thorough. Accuracy and precision are needed to ensure the accuracy of the contents of the letter as it was intended by the sender.
The letter can reflect the 'image' of the sender, be aware that companies need to be selective in choosing a secretary who will handle correspondence or correspondence activity, the company's image can be tainted and tarnished if the affairs of the correspondence in its business activities are handled by a secretary who did not master the technique and ethics correspondence. Letter as a message that stated in written form will sometimes be read over and over again by the recipient, the sender should therefore try to give a good impression in the minds of the recipients of the letter.
Write a 'letter' that either do not require special skills as an author of novels, poetry, short stories or other literary works, because basically the 'letter' is not a literary masterpiece. Nevertheless, a good letter menyususn not as simple as is often imagined, because there are certain rules and habits that are generally applicable and should be met by each author of the letter.
In this subject, cq. 'Correspondence' business will be discussed procedures for writing a good letter in terms of form, content, type, model and language commonly used in writing the letter. Besides, it will be presented as well as some examples for each type of letter discussed in this lecture to students more easily learn and understand.
2. Mail function
Letter writing serves as a communication tool to convey messages or information from one party to another, therefore the letter could also reflect the self-image, quality and prestige of the sender. In the world of 'business' or 'service' agencies of government, the documentation is very important letter, because letters / out dpat be used as:
A. Authentic written evidence and have the force of law that are binding, for example: Letter of Agreement, Receipt, Proof of receipts, invoices, and so forth.
2. As a reference, in planning or following up on a particular activity. For example: set of letters that well-documented and archived the data sources that will be needed in planning activities and to determine the attitude, follow up on an activity / specific decisions.
3. Collateral Security and Ownership, eg: Travel Letter, Certificate etc..
4. Means of Promotion (Ad) for the sender, especially in many types of documents such as businesses offering brochures, leaflets, price lists and so on.
5. Effective means to overcome the constraints of time, distance and power. Etc..
3. Letter of Good
The writer of the letter can make a good and right in the activities of business correspondence if the letter writer is aware of several requirements and specific characteristics of a good letter. Here are some terms and the characteristics of a good letter is:
a. Form letter should be tailored to the content, message and the urgency
b. The language used should not be rude or offensive, and still be polite.
c. Sentences in a letter must comply with the rules of Indonesian grammar are correct (EYD). Therefore, knowledge of grammar is good and right is absolutely necessary.
d. The letter contents need not be too long and wordy, but using language that is efficient, effective and straightforward, but must keep the courtesy to be more easily understood and memorable depth.
In the preparation of 'letters' that are 'official' or 'official' letter writers also need to consider the following points:
a. Prepare and draft a letter with a good plan (draft)
b. Establish and control issues disclosed akian
c. Setting the reference material: documents / archives and a wide range of supporting data required
4. Importance of Business Contact
Some of the survey on international business transactions explains that about 80% of communication and interaction activities import-export business is usually done through correspondence (correspondence), especially by means of telex, faxcimili and above all via e-mail. While the rest is usually done through a negotiated face to face 'face to face negotiation'. This means that the correspondence holds a very important role in international trade in general.
Negotiated face to face 'face to face negotiation' will also eventually be formulated and documented in the form of correspondence or correspondence. Because the results of face to face meetings of both parties to negotiate will be poured in the form of notes 'the minutes' or hours. Minutes as written records will usually be initialed (given initial) of each of the negotiating parties, as a sign of an interim agreement.
If negotiations are conducted face to face in recent times and continuous, then all records of the minutes of each meeting will be set forth in the final conclusion is called the "Approval in Principle" or Memorandum Of Understanding, known by the acronym 'MOU'. MOU will then be signed by both parties that an agreement in a simple ceremony called the 'assignment of the MOU'.
Thus it is clear that although a transaction carried out by face to face, in the end it will be formulated in writing, or in the form of documents and correspondence. So any way used in the transaction whether by correspondence or face to face negotiations, ultimately correspondence will remain the most important role, because without a good correspondence through the medium of regular mail, telex, facsimile, email, etc. then a transaction is particularly import-export trade it seems impossible to be implemented.
a. Both the correspondence and Citra (Favourable Image)
In practice most of the business relationship so we can only know our company through the papers (brochures, leaflets, price lists) that we send. They are not us personally with applicable or personal. Therefore, the design of the form and content of the letter from the letterhead, the letter and the language used will be the beginning of a reflection of our corporate existence.
Corporate image in the early stages of introduction may be represented by only a glimpse of the cover forms an envelope or letterhead, therefore the design envelope and letterhead needs to be made with an elegant and beautiful designs that can provide basic information about the company, especially those that can demonstrate the extent to which the integrity and bonafides company
b. Correspondence and Reputation (Good Reputation)
If the company we have obtained the first order (first order = trial order) then this means that we begin to enter a crucial stage in the life of the business. The first order is a test of reliability the company, and one measure that can be used is whether the company can keep commitments, in particular about the 'right quality and on time' as agreed in the document 'MOU'.
c. Correspondence and Belief (Reliability)
A good image comes from the appearance of good birth, while the good reputation of the company's ability to be born in or hold the promise of commitment in showing good performance. If the company can achieve both objectives above, the customer will automatically put their trust in the company in the business transaction activity. The role of the correspondence is very important to be able to support the achievement of realizing the third goal is the achievement of: image, reputation and trust of business partners.
5. Contact ethics
Based on the above description we have seen how important the role of correspondence in supporting the company's business activities, here are some things that need to be raised relating to the 'procedures and ethics "in business correspondence, among others:
A. Contents Letter
The purpose of each correspondence is to communicate or convey a message, message, news and information and data to our business relationship with good and right and in a polite way. Basically 'the letter' a good must satisfy three conditions as follows:
a. Clearly, the message and the message conveyed
b. Right (data & information), especially when related to the numbers.
c. Correct (grammar) and concise delivery.
2. Language of Good and True
The words, phrases and language used in correspondence must meet the following requirements:
a. Clearly spelling, get used to using words appropriate to the context of a particular sentence, if necessary you can use a dictionary to find the right words (especially for correspondence in English)
b. Do not use words that have double meanings and misrepresentation leading to confusion bias that confuses recipients.
c. Use a coherent grammar and do not need to add the frills and small talk is not needed. English grammar is basically almost the same with the Indonesian language, so if we can construct a sentence Indonesian well and correctly, it will be very easy to be ditrabslate or translated into English properly anyway.
3. Write and Type in the Tidy
Remember that letter that we send will reflect our self-image and personality. Typed or neatly written that would give the impression that the writer of the letter or the person who signed the letter is a thorough, clean, tidy and efficient. Avoid using eraser (tip-ex) or correction pen, because the formal business letter should bias showing thoroughness and professionalism of the sender.
4. Notice Letter Layout
The composition of the contents of the letter and lay outnya in general can be divided into sections as follows:
Reference space, space name and address, the opening line, contents of the letter, the closing sentence, name of sender, sender's signature and title of the sender. Further discussion on this issue will be discussed in subsequent chapters. (Chapter-2).
5. Reading Back (Correction)
Before you send a certain letter or sign, you first take a moment to reread the letter, it is important to avoid the fatal mistakes that should not have happened. If you are a manager you should not rely 100% correspondence to the secretary of your business, check before you sign the letter, because you are the person responsible for the content of the letter, remember the contents of the letter could later be used as evidence in court in case of disputes and dispute business relationship with you, so read it again and again before you sign it.
6. Back soon
Try to reply to every letter that goes 'immediately' after receiving the letter. If the reply to incoming mail on the same day. Do not postpone until tomorrow what you can accomplish today. Probably most customers decided to buy a product from your company is not out of consideration for the price or quality of goods, but rather based on the speed of service and our attention to the satisfaction of customer needs. Immediately give the response answers the incoming orders, while the usual answer incoming orders even though only a notification that the letter sent by the customer orders we have received so-called Acknowlwdgement Receipt, then no later than 7 working days after we have received a letter ordering should be able to provide answers and certainty about whether or not the order is filled.
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