Application
Letter, Inquiry Letter, Complaint Letter, Order Letter
1.
Application Letter
1.1 Definition
A letter of application, or application letter, is a personal letter that is typically used to apply for a job. Although in a more general sense, application letters can be used when applying for virtually anything, from a club membership to an application for entry into a school.
In the more common "job application" context, these letters are sometimes referred to as "cover letters" when they are used to transmit a resume or c.v. Application letters are almost always written from an individual to a company or organization, which means by definition they are "personal letters" and not "business letters" as is sometimes suggested.
A letter of application, or application letter, is a personal letter that is typically used to apply for a job. Although in a more general sense, application letters can be used when applying for virtually anything, from a club membership to an application for entry into a school.
In the more common "job application" context, these letters are sometimes referred to as "cover letters" when they are used to transmit a resume or c.v. Application letters are almost always written from an individual to a company or organization, which means by definition they are "personal letters" and not "business letters" as is sometimes suggested.
1.2 Part
Of Application Letter
a. The
Salutation (The Hello)
Get a name, any name. By hook or by
crook try to get a name. Sometimes you can’t – then try To whom it may
concern or Dear hiring manager.
b. The Opening (The Grab)
Your opening paragraph is your introduction
and presents the reader with some immediate and focused information regarding
the position you are pursuing and a few core competencies that demonstrate your
strength.
c. The Second Paragraph (The Hook)
This paragraph should define some examples
of the work performed and results achieved. This paragraph should be connected to your resume. This does not mean you should copy verbatim
what is in the resume. Rather,
cover some key competencies that you feel define your success.
In the event you are highlighting some information not contained in
the resume (if you are switching careers, or have a unique value proposition),
this is the perfect place to cover that information. Use bullets to define key areas of
achievement and highlight what you bring.
d. The Third Paragraph (Paragraph Of Knowledge)
Here demonstrate something you know about
the company that prompted you to write. This shows the reader that you did some preliminary homework and
understand the company’s drivers and goals.
e. The Fourth Paragraph (The Close)
In the closing paragraph quickly summarize
what you offer and close by either suggesting a meeting or indicating that you
will call in a certain number of days. If you choose the latter approach, make sure you follow-up within
the time frame you reference.
1.3 Example
1450 Vanguard Rd.
Apt. 2550
Bulverde TX 78163
12 January, 2016
Apt. 2550
Bulverde TX 78163
12 January, 2016
Mr. Frank Hopkins
Director, Sales and Marketing
Mountain Electronics Inc.
Denver, CO 80222
Dear Frank Hopkins:
Please regard this as an application for the position of District Sales Manager that was recently advertised on JobWorld.com.
Director, Sales and Marketing
Mountain Electronics Inc.
Denver, CO 80222
Dear Frank Hopkins:
Please regard this as an application for the position of District Sales Manager that was recently advertised on JobWorld.com.
Based on the requirements stated in the ad, I believe that I possess a unique mix of experience, knowledge, and skills that can definitely help your company in the critical customer service area.
Experience, skills, and abilities that I can offer your company include:
- 20 years of experience in the sales and marketing field, 6 of those in sales management;
- Selling services to commercial, institutional, and consumer markets;
- A record of consistently meeting or exceeding sales quotas;
- Extensive team management and team building experience;
- Excellent grasp of "one to one" customer relationship management concepts and techniques;
- Ability to work effectively in a dynamic, multi-tasking environment.
The enclosed resume provides more details on the
above, as well as on the other experience, skills, and abilities that I
possess.
I am confident that my ability to develop and maintain strong relationships with customers will benefit Mountain Electronics Inc. as it has my previous employers. I believe that my excellent record of success in closing sales, winning back customers from competitors, and increasing market share, clearly demonstrates my proven ability to meet and resolve customer challenges and add to a company's bottom-line.
After you have reviewed my resume, I would welcome an opportunity to discuss your company's goals and talk to you about the value that I can bring to MEI. Let's talk soon!
If I haven't heard from you by early December I will contact your office to see if we can set up an appointment at your convenience.
Sincerely,
Alan Gustafson
Encl.
I am confident that my ability to develop and maintain strong relationships with customers will benefit Mountain Electronics Inc. as it has my previous employers. I believe that my excellent record of success in closing sales, winning back customers from competitors, and increasing market share, clearly demonstrates my proven ability to meet and resolve customer challenges and add to a company's bottom-line.
After you have reviewed my resume, I would welcome an opportunity to discuss your company's goals and talk to you about the value that I can bring to MEI. Let's talk soon!
If I haven't heard from you by early December I will contact your office to see if we can set up an appointment at your convenience.
Sincerely,
Alan Gustafson
Encl.
2. Inquiry Letters
2.1 Definition
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.
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.
2.2 Part Of Inquiry Letter
Writing a letter of inquiry can
become an easy task when you have some guiding material. An enquiry letter may
consist all or few of the below mentioned parts:
- Introduction
- Description
- Statement
- Methodology
- Final Summary
The inclusion or exclusion of
certain components depends on the scope of your letter. Business letters will
tend to have all mentioned while those on a smaller platform will include few.
Not to forget that these letter are formal letters and will follow the rules
pertaining to these. These rules refer to the common styles of writing a
business letter, i.e. Full Block Style, Modified Block Style and others.
2.3 Example
Beyonce Jackson
Viale Europa 22
00144 Roma RM
Italy
90896879
jacksob@mail.com
Viale Europa 22
00144 Roma RM
Italy
90896879
jacksob@mail.com
December 20th, 2012
Carla Truman
Human Resource Secretary
Conservation Italia
Ufficio Roma Trullo
Casella Postale 1234
00149 ROMA RM
Italy
Carla Truman
Human Resource Secretary
Conservation Italia
Ufficio Roma Trullo
Casella Postale 1234
00149 ROMA RM
Italy
Dear Ms. Truman,
Earth provides enough to satisfy every man's needs, but not every man's
greed. Wise words from a wise man - Mahatma Gandhi. These are
not just words; these are instructions to lead a life in the wisest manner. I
believe in it and I follow it ardently. Myself - Beyonce Jackson and for the
past 5 years, I have worked for ‘Caracal Foundation’ in India as Chief
Conservator. My contract with the foundation is about to end in about 4 months.
I love animals and try every bit for their welfare. That is the reason why I
chose to become a Conservator.
Wildlife has always been my passion since childhood and I would photograph
them and read about them all through my school and college days. In fact, I was
nicknamed ‘Wild Jackson’ for my achievements in bird watching competitions,
drawing, painting and anything concerned with wildlife. I would often cerate
wildlife posters and banners whenever required. I only read wildlife books in
the library.
At the college level I started photographing the local wildlife and was
positioned 3rd in the Wildlife Yearly Competition. I even attended
the ‘Conservation Week’ organised by the local SPCA (Society for Protection
against Cruelty towards Animals. My article on Lake Orta was also published and
appreciated in the monthly ‘Wildlife’ magazine.
I am well aware that you have not offered any jobs or advertised for the
same but it is my strong feeling that I will get an opportunity in your
foundation sooner or later. And whenever that happens please do contact me. I
am sure I will live up to your expectations.
I have attached all the relevant documents for your consideration, please
go through them. I am not boasting but I am merely making you aware of my apt
suitability for the job.
Thanking You.
Sincerely,
Beyonce Jackson
Chief Conservator
Caracal Foundation
Chief Conservator
Caracal Foundation
Encl. – Resume -1
Copy of Reference Letter - 1
Copy of Certificates - 10
Copy of Honours - 8
Copy of Reference Letter - 1
Copy of Certificates - 10
Copy of Honours - 8
3. Complaint Letter
3.1 Definition
Complaint
letter definition can be described in many ways. A complaint letter is the part
of written communication. In general word complaint letter means a letter which
is written to submit a complaint to the authority. And it is generally done
when other way of complaint are failure like phone, email etc. However here we
provide complaint letter definition in formal
A Complaint
letter is a request for an adjustment. In other words, it is a letter that
describes about the damage; errors or mistakes happened to the delivered goods
and therefore claims for compensation is known to be a complaint letter.
In modern
age, the chain of business is not limited within the boundary of country. As
business is expanding, its complexities are also increasing. So, mistake or
fault is not a strange matter in the arena of business. There may be wrong
delivery of goods shipment of obsolete, poor quality or underweight goods,
faulty packing, delivery after the specified date and other damages to the
goods shipped. In the above cases, buyer is supposed to suffer financial loss
and therefore he has every reason to complaint to the seller demanding
compensation. Hence a letter is used to serve such purpose is called complaint
letter.
To draft such
a letter, buyer must have valid grounds to explain that he has suffered
financial loss or otherwise there will be misunderstanding which may damage
business relation buyer requires special care with the art of convincing the
seller. Clarity and courtesy are the important factors to write a letter of
complaint. The complaint should be made politely without showing any sign of
anger.
3.2 Parts of
Complaint Letter
Letters of
complaint usually include the following stages:
1.
Background
2.
Problem - cause and effect
3.
Solution
4.
Warning (optional)
5.
Closing
§ I am writing to inform you
that the goods we ordered from your company have not been supplied correctly.
§ I attended your exhibition
Sound Systems 2015 at the Fortune Hotel (22-25 January) and found it
informative and interesting. Unfortunately, my enjoyment of the event was
spoiled by a number of organisational problems.
§ I am a shareholder of
Sunshine Bank and I am very concerned regarding recent newspaper reports on the
financial situation of the bank. Your company is listed as the auditor in the
latest annual report of the bank, so I am writing to you to ask for an
explanation of the following issues.
§ I am writing to inform you of
my dissatisfaction with the food and drinks at the 'European Restaurant' on 18
January this year.
§ On 21 December 2015 we
placed an order with your firm for 12,000 ultra super long-life batteries. The
consignment arrived yesterday but contained only 1,200 batteries.
§ 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.
§ You sent us an invoice for
$10,532, but did not deduct our usual 10% discount.
§ We have found 16 spelling errors
and 2 mis-labelled diagrams in the sample book.
Effect:
§ This error put our firm in a
difficult position, as we had to make some emergency purchases to fulfil our
commitments to all our customers. This caused us considerable inconvenience.
§ Even after spending several
wasted hours trying to register in this way, the computer would not accept my
application.
§ I am therefore returning the
invoice to you for correction.
§ This large number of errors
is unacceptable to our customers, and we are therefore unable to sell these
books.
§ I am writing to ask you to please make up the
shortfall immediately and to ensure that such errors do not happen again.
§ Could I please ask you to look into these
matters.
§ Please send us a corrected invoice for $9,479
§ I enclose a copy of the book with the errors
highlighted. Please re-print the book and send it to us by next Friday.
§ Otherwise, we may have to look elsewhere for
our supplies.
§ I'm afraid that if these conditions are not
met, we may be forced to take legal action.
§ If the outstanding fees are not paid by Wednesday,
6 January 2016, you will incur a 10% late payment fee.
§ I look forward to receiving your explanation of
these matters.
§ I look forward to receiving your payment.
§ I ook forward to hearing from you shortly.
Politeness
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such as 'Why can't you get this right?' should not be included.
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such as 'Why can't you get this right?' should not be included.
Content
- The content should contain enough details so that the receiver does not have to write back requesting more.
- Legal action is not normally threatened in the first letter of complaint, unless the situation is very serious.
3.3 Example
Flat 303
Lucky Mansions
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon
8 January 2016
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 2016 at the
Fortune Hotel from 31 December 2015 - 1 January 2016 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
4. Order Letter
4.1 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.
4.2 Part
Of Order Letter
1.) Number
2.) Decription
3.) Quantity
4.) Type of product
5.) Price list
6.) Count of product
7.) Date of shipment
8.) Terms of payment
4.3 Example
October 10, 2015
Mrs. Rive Ramos
MGmR Marketing
Abbubu, Batang
MGmR Marketing
Abbubu, Batang
Dear Mrs. Rive:
Enclosed is a money order for two
hundred dollar ($200) in return for which please send me by parcel post:
1 piece bathing suit, navy blue and
white, size 33, No. H61 – $60.00
1 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.00
1 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.00
1 grey sweater, V-neck, size 28, No. B25 – $55.00
1 pair of white canvas tennis shoes, crepe soles, size 4, C width – $40.00
1 Tilden tennis rocket, green and white trim, green strings, wt. 13 oz., handle 4 inches – $45.00
1 grey sweater, V-neck, size 28, No. B25 – $55.00
Please send these articles within
five days.
Very truly yours,
Mr. Christian Bautista
Refferences
