Nomor Topik : I

Judul : INTRODUCTION TO LETTER

(Personal and Business Letter)
Jam : 2/Minggu
Tujuan : Students understand the layout of Personal and Business letter
Deskripsi : the examples of personal and business letters are given, followed by the
description of each of them
Manfaat : students are able to understand the layout of personal and business
letters and to compare their differences.

There are some specific points about the beginnings and endings of English letter, which are
different from those in other countries.

When writing letters, there are some points should be done:

1. Make a list of things you want to say and to make sure that they are in good/right order.
2. Write sentence about each point and rearrange them into a connected letter.
In English, a group of points about the same topic are included in the same
paragraph.
3. The length is determined by what is in it.
Don’t make it too long, so that the meaning maybe disappear. In the contrary, don’t
make it too short, therefore we lose the important point of the letter.
4. We you have finished writing your letter, read it. Try to imagine that you are the person
who will get the letter. Make sure that what (s)he understands is what you mean

Four areas which must be determined in writing a letter, especially a business letter, are:
1. Know WHAT you are writing about – SUBJECT –
2. Know WHO you are writing about – AUDIENCE –
3. Know WHY you are writing about – PURPOSE –
4. Know HOW you are going to write the letter – ORGANIZATION / STYLE –

1. SUBJECT
Stick to one or two subject in your letter. Including more than two subjects will cloud your
message.

2. AUDIENCE
This area is tricky, because you may not know your audience. Many times, your audience is larger
than you expect. Therefore, don’t assume they have as much knowledge of the subject of your
letter as you do so that you forget to include important details.
For example, your letter may be addressed to Terry Smith, but may be read by several other people
in that firm to receive the action you wish.

3. PURPOSE
Many letters are sent with a specific subject and audience in mind, but are not clear in their purpose.
Don’t make a letter that, after reading it, left your audience confused

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(s)he doesn’t know exactly what the letter said.
So, know, why you are sending the letter? Is the letter to inform? Is it to request information? Is it
to offer congratulations? Is it to get the recipient to act on a request? Etc.

4. ORGANIZATION and STYLE

The basic organization for the body of a business letter is:

Part 1 of the body: State your purpose.

Part 2 of the body: Explain what you want to happen or explain the information you have.
Part 3 of the body: Request action, conclude or thank the reader for his/her response.

Notice that these are parts or sections rather than paragraphs. In some cases, particularly part 2,
the parts may consist of more than one paragraph.

Style is how you write the letter. The seven C’s style below will hlp you become more effective.

a. Conversational
Write the way you speak.
Why say “due to the fact that”, when you can say “because”?; or “the aforementioned
information”, when you can say “the previous information” or just “the information”.

b. Clear.
The goal of clarity is that the reader understands precisely what you are saying. This means that
you write in a matter of fact and don’t assume that your reader understands the jargon of your
trade. Remember that most letters will be read by people other than the recipient of the letter.
Clarity also means organizing your letter so each paragraph deals with only one main idea and
presenting your ideas in a logical order.

c. Concise.
Eliminate all unnecessary words.
For example, why use five words “due to the fact that”, when you can use just a single word
“because”?

d. Complete
Make sure you have included all the information the reader needs to know. Don’t include details
that are interesting but not relevant.

e. Concrete
Write about what people can count or do. Include what people can see, touch, smell, taste or hear.
Make your language tangible. Make it concrete.
Don’t say: “The large order that we requested has not arrived”
Say: “The order for 10,000 basins that we requested on May 3, 2008, has not arrived as of June
20.

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f. Constructive
Use words and phrases that set a positive tone. Give your reader a good impression. Words, such
as “failure” and “error” tend to distance the recipient from the writer. Use positive words, such as:
“agreeable”, “happy”, “success”, etc. because they will create good atmosphere too.

g. Correct
The letter you send is your image on paper. So read your letter again before you sign it.

STRUCTURE AND PRESENTATION OF BUSINESS LETTER

A business letter consists of several parts. There are parts that have to be included, because they
are important in a business letter. These parts are classified as formal part and body. There are
also additional parts, which are called other parts.

Here are the parts:

1. Formal parts → heading (letterhead/sender’s address)
→ date
→ inside address
→ salutation
→ complimentary close
→ signature

2. Body → opening
→ message
→ closing

3. Other parts → reference

→ subject heading
→ attention line
→ copies
→ postscript
→ mailing instruction
→ enclosures

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Study the examples:
The first letter is a letter that consists of formal parts and body, meanwhile the second one
consists of all parts.

First letter

TOY FANCY LTD.

2489 William Blvd., Galentine, IL 61337 Letterhead

22 January 2004 Date

Mr. Prabowo Sigiarto

Garuda, Electronic Ltd.
Jalan Raya Bekasi Km. 27
Jakarta 13910 Inside address
INDONESIA

Dear Mr. Sutoyo: Salutation

Please would you send me details of your Eagletone Body (opening)

sound systems which were advertised in the April edition
of Indonesian Business.

I am particularly interested in the Fancybody range of Body (message)

the equipment that you specialize in.

Yours sincerely, Complementary Close

Signature
B, Tamara Name
Purchasing Manager Position in the company

Source:

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Second letter

Garuda Electronic Ltd. Letterhead

Jl. Raya Bekasi Km 27, Jakarta 13910 – Indonesia
Telp: (021) 460770
Telex: 49876 GE IA, Fax: (021) 460765

Your ref: 22 March 2004 Reference

Our Ref : BS/KF

30 March 2004 Date

Mr. B. Tamara
Toy Fancy Ltd. Inside address
2489 William Blvd.
Galentine, IL 61337
USA

Dear Mr. Tamara: Salutation

Catalog and Price List Subject line

Thank you very much for your enquiry we received Body (opening)
today

I am enclosing our catalog and pricelist for the Body (message)

equipment you were interested in. I would like to draw
your attention to pages 25-27 in the catalog where you
will find details of our Fancy-body range.

We would welcome any further enquiries you have, and Body (closing)
look forward to hearing from you soon.

Yours sincerely, Complementary close

Signature
P. Sugiarto Name
Marketing Manager Position in the company

Enc: catalog and price-list Enclosure

P.S.: We will send the newest one next month Postscript

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1. Formal parts

A. Heading (letterhead/Sender’s Address)

This is written on the top of the page and at present, it is made in the form of printed letterhead. It
includes name of company, line of business, and address. It is also possible to give the telephone
number, fax. number, cable and telex. Study the examples below, as well as the first and the second
letters.

O’NEIL & HOFFMAN Name

Business Methods Consultant Line of business

456 Gresley Street. Doncaster NSW 2987 Address

➢ Shoestyle Ltd. Name

Line of business
The expert in shoe fashion

54-57 Riverside, Cardiff CFI 1.JW

Telephone: (0222) 59876 Address
Registered No. C198976
Cable: SHOES Cardiff
Telex: 76758

B. Date
It is written below the heading, although it is with printed letterhead (or reference, if there is). It is
suggested not to write it in figure or to abbreviate it, to avoid misunderstanding. There are several
ways to write the date, such as: March 8th, 2008 or 8th March, 2008. But the most common ones
are March 8, 2008 or 8 March 2008. And it is written without any punctuation (open punctuation).
These are the matter of preference, but whichever you choose you should be consistent,
throughout your correspondence.

C. Inside address
This is the receiver’s address. It is written below the reference and date. Inside address is just like
the address written on the envelope. If you send it abroad, please remember to write the name of
the country in capital letters. For example:

Mr John E. Smith
The Service Manager
Excelsior Electric Shaver Co. Ltd.
19 Bedford Street
Liverpool, FY8 3EG
UNITED KINGDOM

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Surname known
If you know the surname of the person, write it on the first line of the address, preceded by a
courtesy titke and either the person’s initial or his/her first given name.
e.g. Mr. J.E. Smith
Mr. John Smith

The courtesy titles:

Mr * → a man
Mrs* → a married woman
Miss → an unmarried woman
Ms* → if we are not sure about her marital status
Mrssrs*: Messieurs → two or more men
e.g. Messrs P. Jones & B.L. Barker

* They can be written with or without pull stop.

Title known
If you don’t know the name, you can assume her/his position in the company.
e.g. The Sales Manager
The Finance Director

Department known
You can address your letter to a part department of the company.
e.g. The Sales Department
The Accounting Department
Company only
If you don’t know about the person and his department, you can address your letter to the company
itself.
e.g. Soundsonic Ltd.

D. Salutation
It is written below the inside address and above the body of letter.
There are different kinds of salutation and the use of each of them is depended on to whom we
write our letter. They are:

Dear Sirs → if we address our letter to a company (we don’t know

or the name or the sex of the receiver)
Dear Sir or Madam

Dear Sir → if we address our letter to a man but we don’t know his
name

Dear Madam → if we address our letter to a woman but we don’t know

her name

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 Dear Mr + surname → if we address our letter to a man and we know his name

Dear Mrs + surname → if we address our letter to a married woman and we

know her name

Dear Miss +surname → if we address our letter to an unmarried woman and we

know her name

Dear Ms + surname → if we address our letter to a woman and we know her

name but we are not sure about her marital status

Dear + first name → if we address our letter to our best friend

For examples:
To: Soundsonic Ltd. →Dear Sirs / Dear Sir or Madam
To: Mr John E. Smith →Dear Mr Smith
To: Miss Emmy Monrow → ear Miss Monrow
To: Ray Molton, your friend →Dear Ray

E. Complimentary close
There is a relation between salutation and complementary close.

Dear Sirs → Yours faithfully

or
Dear Sir or Madam

Dear Sir → Yours faithfully

Dear Madam → Yours faithfully

Dear Mr + surname → Yours sincerely

Dear Mrs + surname → Yours sincerely

Dear Miss +surname → Yours sincerely

Dear Ms + surname → Yours sincerely

Dear + first name → Best Regards

F. Signature
Remember to sign your letter, give your name and your title, so that it makes clear either you are
a woman, a girl or a man; or also either you are married or not.

For examples:

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 Yours faithfully

(Miss) T. Shurgold

Yours sincerly

J. Howatt (Mr)

2. Body
The length of a letter will depend on the subject. It may be a simple subject, e.g. thanking a
customer for a cheque, or quite complicated, e.g. explaining how a group insurance policy works.

The body of letter consist of three parts:

A. Opening
B. Message
C. Closing

A. Opening
It is important because it gives your reader his first impression of you and your company. Get right
to the point. This part is usually a short paragraph. Here, you will:
- introduce yourself and or your company if necessary.
- thank your correspondent for his letter (if it is a reply to an enquiry)
- state the subject of the letter
- set out the purpose of the letter.

For examples:
- We are a co-operative wholesale society based in Zurich. We were impressed
by the selection of gardening tools that were displayed on your stand at ….
- Thank you for your enquiry dated July 8 in which you asked us about our
range of cosmetics.
- Thank you for your letter of 19 August which I received today.

B. Message
It explains the information you are giving, or it explains what you want the recipient to do. It does
need to include all information that the recipient needs.
If you have a lot of information, break into short paragraphs, make a list or refer to an attachment.
Remember that this is the main part of letter. It consists:
- the points that need to be made
- answer you wish to give
- questions you want to ask
For examples:
- Please send me a prospectus, details of your fees, and information about
accommodation in London…

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 - There would certainly be no trouble in supplying you from our wide selection of
garments which we make for all age groups.

C. Closing
This, like the first part, is usually a short paragraph. A simple thank you for the recipient’s
attention, response or concern is already enough to close a letter.
For examples: - Thank you very much for your orders and we are looking forward
to serving you soon.
- Once again may we thank you for your enquiry and say that we
hope to hear in the near future.

But depending on the purpose of your letter, it can be the combination of these things
a. Thank the reader
If your letter is areply, you should thank the person for writing a letter for you.
And it is a must if you haven’t done so at the beginning.

b. Conclude
Restate briefly one or two of the most important points of your letter.

c. Request action
In letters that require a response, you define the action you want the
recipient to take. In this part, you tell the reader what to do and when to do it.
d. Encouragement
Encourage that further enquiries or correspondence will be welcomed.
Mention that you look forward to hearing from your recipient soon.

For examples:

- I hope I have covered all the questions you asked, but please contact me if
there are any other details you require. May I just point out that the summer
season will soon be with us, so please place an order as soon as possible so
that it can be met in good time for when the season starts. I hope to hear from
you in the near future.

- Once again thank you for writing to us, and please contact us if you would
like any further information. To briefly go over the points I have made – all
prices are quoted C.i.f. Yokohama; delivery would be six weeks from receipt
of order; and payment should be made by bank draft. I look forward to
hearing from you soon.

- We are sure that you have made the right choice in choosing this particular
line as it is proving to be a leading seller. If there is any advice of further
information you want we shall be happy to supply it, and look forward to
hearing from you.

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3. Other parts
As previously mentioned not all letters have these additional parts. Besides, their forms and places
can be different from one letter to the other.

A. Reference
In English letters, it normally consists of the initial name the person who sign it, followed by a
slash, then the initial name of the writer. Some companies write certain code or number, depend
on their filing system. The example of this can be seen on the second letter (page )

B. Subject Heading/Subject Line/Subject Title

The functions of it are:
- It saves introducing the subject in the first paragraph
- It immediately draws attention to the topic of the letter
- It allows the writer to refer to it throughout the letter

The subject heading is normally underlined. Some begin the subject title with Re, for instance, Re:
Application for post of accountant.
Re means: in the matter of, concerning.
Subject heading is placed below the salutation, it must be underlined or written in capital letters.
But normally subject heading is considered to be not too important therefore it is not included in
a letter. Here is the example of Subject heading:

Mildland Engineering Co, Pty. Ltd.

346 Crewe Street
Carliste Act. 26789

ATT: Mr. Sugeng Hariyanto

Dear Sirs,

INVOICE NO. 3456 → Subject heading

C. Attention line
It must be written if the letter is addressed to a company or an organization, but we want the letter
is handled by a certain person at that company or organization. Attention line must be in capital
letters or underlined. Look at the above example.

D. Copies
C.C. (=Carbon Copies) is written usually at the end of the letter, when copies are sent to people
other than the name of the receiver.
For example,
c.c. President Director

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E. Postscript
Postscript is the information that must be included on the body of letter, but because of certain
reasons is not included. In an English business letter, it is used to motivate the recipient for doing
further business. It is made at the bottom part of a letter (or before the Mailing instruction) and
preceded by the initial P.S.
For example: P.S. We will grant you 40% cash discount before 25 November 2008.

F. Mailing Instruction
It is used to give the information about the time limit or fix situation/information of the reply. It is
written at the bottom of the letter.
For example: All reply coupon should have reached our address before March 15.

G. Enclosure
These can be mentioned in the body of letter. But many firms in any case write Enc. Or Encl. at
the bottom of the letter, and if there are a nuber of documents, these are listed.
For example: Enc.
Bill of loading (5 copies)
Insurance certificate (1 copy)
Certificate of origin (1 copy)
Bill of exchange (1 copy)

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PATTERN AND STYLE
1. Pattern of the Formal Parts
Based on the punctuation mark used in the letter, there are three kinds of pattern. They are: closed-
punctuation, open punctuation and mixed punctuation.

A. Closed-Punctuation Pattern
Closed-punctuation or full punctuation pattern is no longer used in America and also in the other
countries. But it is still used in some European countries. The characteristics of this pattern are:
a. Date is ended by a full-stop (.).
b. Each part of the inside address is ended by a coma (,), and the last part is ended by a full
stop.
c. Salutation is ended by a colon (:)
d. Complementary closed is ended by a coma.

B. Open-Punctuation Pattern
This is the most popular pattern used in English correspondents nowadays. The using of
punctuation marks is tended to be decreased, so writing a letter can be faster and more effective.

C. Mixed-Punctuation Pattern
The characteristics of this pattern are:
a. No full stop at the end of the date.
b. No punctuation mark after the inside address
c. Salutation is ended by a colon
d. Complementary closed is ended by a coma

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2. Style of the Formal Parts
There are seven styles in writing a business letter. They are: indented, hanging indented, block,
semi-block / modified-block, full-block, square-block, and simplified.

Full-block style
Among these seven styles, full-block style is the most commonly used, since it is considered to be
the most efficient style. The chart below shows us the full-block style with open punctuation.

PERKASA PLASTIC & co. ltd.

Jl. Brigjend. Slamet Riyadi 10, Malang-Indonesia Letterhead
Telp. (0341) 560489

25 September 2003 Date

The Chief Buyer

Golden Stones Ltd. Inside address
21 Bridge Street
Manchester M 14 4M6
UNITED KINGDOM

Dear Sir

Subject: xxxxxxxxxxx Subject line

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Body
xxxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Body
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Yours faithfully Complementary close

Signature
Alfi Rahmawati Name
Sales Manager Position in the company

AR/SGH Reference
Cc. xxxxxx Copies

Xxxxxxxxxxxxxxxxx Mailing instruction

P36

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Simplified or AMS (Administrative Management Society
AMS is developed to increase efficiency, especially for the person who types the letter. It is too
efficient but it is less personal therefore a lot of people do not like it. It is just like full-block style,
except:
1. There is no salutation as well as complementary close.
2. Subject line is totally written in capital letters.
3. The name of the person who signs the letter is written in capital letters too.

Practice 1:

Read the following letter and answer the questions

Aloy Mares Indonesia Ltd.

Sampurna Plaza. 5th floor, Jl. H.R. Rasuna Said Kav. X-7 No.6
Jakarta 12940 – Indonesia

25 June, 2006

Saxson Park Realtor

The Winstead Building, Suite 308
P.O. Box 56478
Boston, MA 02179
USA

Gentlemen:

The recent strike of transport workers here has caused delays in the dispatch of a number
of our export orders, and we regret that yours too, is temporarily held up.

Your order was dispatched from Jakarta harbor 2 days ahead of the specified date to
guarantee a prompt delivery, and we are told that the goods are now still in Jakarta harbor
awaiting shipment. We are contacting another shipping agent to handle your order soon.

We apologize for this unfortunate delay and are doing our utmost to send your order soon.

Yours faithfully

Joko Prananto
Export Manager

JP: an
p.43

Questions:
1. Mention the parts of this letter

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 2. Who is the sender of the letter and what is his address?
3. What style and punctuation used in the letter?
4. What is the meaning of “JP:am”?

Practice 2:
Arrange the items below orderly and rewrite them in the form of letter.

1. Jalan Tanimbar 6 Denpasar. March 11, 2008. Dear Mira. I am very happy to receive your
letter. I would be happy that I have a chance to go with you to Jane’s birthday party. I will
be there on time. Thank you. Regard. Paul

2. - July 4, 2008
- Mincey Ltd (sender’s address)
- Tandem Parts Ltd
Victoria works
Sally Oak Lane
Birmingham
- Yours faithfully
- Dear Sirs
- We would like to have more information about your newest product, as featured
in your latest catalogue.
- Could you give us details of the discounts you allow on large quantity.
- Grey Smunkey
- Work Manager

3. Setiabudi 160 Denpasar. 14th March 2008. Dear budi. Thank you for your lovely gift. I
donn’t know how you were able to guess which are my favorite flowers. Very much
thanks too for your kinds wishes. With sincerest regards and best wishes, Darmawati.

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Practice 3:
Put the words into the blanks spaces

Anxious New product Orders Supply

The order Shipment Ten days interested

123 Highway Street,

London,
ENGLAND

October 31, 2008

ILP Engineering
Wirwick St. # 156 GV 879
London

Dear Sirs,

We are ……………………….in your …………………..of fuel filter which you have

recently announced.

As your terms for ………………….. of 1000 and over are particularly favourable for us,
we want to know whether you can …………………….us a regular order of 800 a month
for a six month period, and whether …………….would quality for the 1000 units terms?

We are also ……………… to know whether you could guarantee the first…………. within
……………..

Your immediate reply will oblige.

Yours faithfully

John Miller

Kepustakaan:
1. A. Ashley, A Correspondence Workbook. Oxford University Press 1992
2. A. Ashley, Handbook of Commercial Correspondence, Oxford University Press
1984
3. A. Ashley, Basic Office English. Binarupa Aksara, 1996
4. Hariyanto, Sugeng. English Business Correspondence. Kanisius, 2006

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Nomor Topik : VIII
Judul : Finding A Job
Jam : 4/Minggu
Tujuan : Students are able to write application letter and Curriculum Vitae
Deskripsi : The examples of apllication letters are given, followed by giving them
the example of CV
Manfaat : By the end of the lesson, students are able to write an application letter

Advertisements
There are a number of different ways people find jobs. Friends or relatives might tell them that
their company needs someone for a particular position, or government or private agencies who
specialize in ‘job finding’ could help.
Some people write directly to companies to ask if there are vacancies even if a post has not been
advertised. Most people, however, find a job through advertisements in newspapers or magazines
through the situations vacant columns.

Usually the adverts are abbreviated, so that salary per month becomes sal.p.m. and three weeks
holiday a year could be written 3 wks.hol.p.y. or p.a. for per annum.

Exercise 1:
Once you read the advertisements carefully, answer the questions.
(a)

General clerical assistant

Large dept. store requires general clerical assistant, 16-19 yrs old, to work in
Accounts Department. No experience required, but must like working with
figures and be willing to help with general duties when necessary.
We are expanding company and there are prospects for advancement after a
one year training period.
There is a good starting salary with three weeks paid annual leave. Hrs: 9.00
– 5.00 Monday to Friday. Subsidized staff canteen and staff discount.
Apply in writing to:
Mr. L M Green
Personal Manager
UK Stores Ltd.
1-10 Great Russel Street
London WC1

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 (b)

NATIONAL OIL
The National Oil Company PLC
Burmah House
35 Kallang Pudding Road
Singapore 13 34
(Phone: 6651481/2/3/4)

Clerk/typist, male or female, to work in large modern office handling

correspondence, ‘phone, filling, and general duties.
Typing 40 words per minute. Some experience preferred so should be
familiar with office routine
Age: 16 – 19
Hours: 09.00 – 17.00
Annual increments and staff bonus. Luncheon vouchers. Non-
contributory pension scheme. After a one year period, we will allow
half-day release a week to follow office practice or business studies
course at a recognized college of further education.
Apply in writing or by phone to (Mrs) D. Chan, Personnel Officer for
application form.

(c)

Advance Advertising
Advance Advertising (Lagos) is looking for a bright lively person
who will be willing to help out in busy agency. One day you may be
in the post-room, the next delivering urgent parcels, or helping our
Director fix an appointment. You will be busy and may have to work
late or on week-ends but you will get a lot of experience in a small
agency. Interested? Then call us at 416-513, or 416-910, and ask for
Mary alibi in personnel.

1. Which advertisement asked for experience?

2. One advert talked about the applicant’s character. How did they say this?
3. How did the advert (a) explain the company offered a ‘career’?
4. What could be the disadvantages in working for the advertising company in (c)?
5. One of the advantages of working for The National Oil Company was that they offered a
‘non-contributory pension scheme’. Which meant that after their staff retired – stopped
work at about 60 – they would be paid part of their salary and they did not have to pay
anything towards this while they were working (non-contributory). What other benefits did
this company offer?
6. Did the advertising agency want the applicant to write to them to apply for the job?

19
 7. What phrase did the department store in (a) use to say they wanted someone who ‘liked
accounts’?
8. In some countries it is against the law to say a company wants either a man or a woman to
do a particular job.
What phrases were used in the three adverts to explain either a man or woman could
apply?
9. Which word was used to replace ‘wages’ in the advertisements?
10. Two expressions were used to mean ‘yearly’. What were they?

Exercise 2:
Abbreviations

We said that advertisements are often abbreviated. The abbreviations in bold type below can all
be found in the three examples. Explain what they mean.
Large Co. requires clk/typ as asst. to accnts mngr., and to help with gen. duties.
Sal $6000 p.a. 3 wks. Vac. P.a. 5 day p.w. Hrs. 9.00 – 5.00. L.Vs. Tel. 01 345 1171

Applying for a job

You could apply for a job by going to the company in person if the adv. Asked you to ‘call round’.
The example of (c) asked applicants to ‘phone’ them. Generally, though, most companies will ask
you to ‘write’ to them.
The letter might only ask them to send you an application form which you fill out giving
information about yourself (see fig.1). Or the letter may have to include all the details about
yourself and be sent with a curriculum vitae, abbreviated to cv, which is an information sheet that
you write out describing your qualifications and career so far.

20
The example below is the sort of ‘covering letter’ that might be sent to the oil company who
advertised in (c), along with their application form.
Fig.1 Application form

APPLICATION FORM FOR:

THE NATIONAL OIL CO. PLC.
Burmah House, 35 Kallang Pudding Road
Singapore 13 34 Tel: 098765431

Date Recent Photo

For the post of: Department: Reference:

Family name: Forename(s):
Address:
street city district
Phone: (home) (work)
Date of birth: Age: Birthplace:
Status: married/single Maiden name:
Dependents: Next of kin (name and address)

Education Secondary:
Names of school(s) and principle(s)
From: to:

Examinations taken: Grade: Year:

Further Education:
Principle(s) :
Address:
Type of Course:
From: to:

Examinations taken: Grade: Year:

Previous Employment:

Name of the companies Manager/supervisor from to Post and duties Reasons for leaving

Please indicate if you have had experience with the following:

Typing ……….w.p.m. Shorthand…….w.p.m. Computers (type)…….
Clerical……… Correspondence……… Filling ……….
Accounts (to what level)……. Post room ………. Driving license …..

Hobbies and Sports:

Please give a brief statement as to why you are applying for this position:

References: name(s): address(s):

Signed:…………………….

(Source: Basic Office English. Page 4)

21
Covering letter
House Road/Street
District
Area / Postal Code

Date

The Personnel Officer

The National Oil Co. PLC
35 Kallang Pudding Road
Singapore 13 14

Dear Mrs. Chan,

Thank you for sending me the application form for the post of clerk/typist which I
‘phoned for last Monday.
I have now completed the form and am returning it with this letter. If there is any further
information you need, please contact me.

Yours sincerely,
(signature)

Full name (typed)

Fig. 2 Curriculum Vitae

CURRICULUM VITAE

NAME: Kim Lam (Miss) Date: 17th July20…

Adrdress: 23 Starford Road Phone: ( home): 01.907 476
London 123 675
AGE: 19 PLACE OF BIRTH: Hong Kong NATIONALITY: British

APPLICATION FOR: General Clerical Assistant

OM Stories Ltd.

EDUCATION: Kowloon College 20…. to 20….

EXAMS TAKEN: School Leaving Certificate. DATE: June 19….
SUBJECTS AND GRADES:
Business Studies (still awaiting results)
SKILLS: Typing 25 w.p.m Electric and Manual machines
INTERESTS: volleyball, fashion, pop music, film
REFERENCES:
Mrs. W. Peng MA. Head. Kowloon College 345 Kwan Road, Kowloon
Mr. J. Lexy, MA., BSc Principal Layton Further Education College
Leyton, London E15 1EC

Source: Basic Office English page 5

22
Exercise 3:
Letter of Application

Read the letter then answer the questions

6 Carlswood Street
Redhill
Surrey
Tel: Redhill 62196

17 September 2007

Mrs Cynthia Dryden

44 Randolph Square
London EC1 4BE

Dear Mrs Dryden

I would like to apply for the post of personal assistant/secretary

advertised in today’s Guardian

As you can see from my curriculum vitae, I have had six years’
experience as a personal secretary. Five of these have been in
films and television and I am particularly keen to continue
working in this industry.

I enclose my curriculum vitae and will be available for interview

any day after 21 September and able to take up a new appointment
from 1 October.

I look forward to your reply.

Yours sincerely

EDITH ROBERTS
Enc: 1

Questions:
1. What job is Edith Roberts applying for?
2. How long has she worked as a personal secretary?
3. What does ‘these’ mean in paragraph 2?
4. Is she available for interview on 21 September?

23
Letter to be sent without a Curriculum Vitae

If you do not send a cv, it is necessary to include the information relevant to the application in the
letter. This, of course, requires a different letter of application for each job.
Read the letter and answer the questions
1. Where did she obtain her HND in Business Studies?
2. Why is she looking for a new post
3. When could she start a new post?

6 Carlswood Street
Redhill
Surrey
Tel: Redhill 62196

17 September 2007

Mrs Cynthia Dryden

44 Randolph Square
London EC1 4BE

Dear Mrs Dryden

I have seen your advertisement for a personal assistant/secretary in the Guardian

and would like to apply for the post.

I am 28 years old and was educated at Redhill Comprehensive School and the
South Surrey College. I have an HND in Business Studies and have also passed
the Pitman Examination (Stage III) in shorthand and typing. I studied French to
‘A’ level and can speak it fluently.

For the last six years I have been working as the personal assistant to Mr Mares,
the Finance Director of E.M.F. of Croydon. Unfortunately the company is moving
its main offices to Bristol and I have therefore decided to look for a new position
in the London area.

Before joining E.M.F. I worked for one year as the Personal Secretary to Mr.
Handley, Maketing Manager of Universal Toys in Reading

Both Mr Mares and Mr Handley are willing to give me reference.

I am on holiday until 21 September but will be available for an interview on any

day after that. I would be able to take up a new post on any date from 1 October.

I look forward to your reply.

Yours sincerely

EDITH ROBERTS

24
Exercise 4:
Letter of Application

1. Complete the letter from Ken Dodds to accompany his curriculum vitae. He is apllying for
the post of Marketing Manager with Robert Morris Ltd which he saw advertised in
yesterday’s Telegraph. He has had 10 years’ experience in marketing and for the last three
years has been the Marketing Manager of a small fir. He now wants to work for a larger
firm. He could attend for interview on any afternoon in August and could start a new job
on 1 November.

2. Using the information in the above letter and inventing other information where necessary,
prepare a CV to accompany the letter from Ken Dodds. When you have finished, check the
plan of your CV.

73 Waywood Avenue
Brighton
Sussex
BN1 5GL
22 July 2008
Jane Walls
Robert Morris Ltd
33 Beech Road
Portsmouth
Hampshire
HRJ 6LT

Dear …………….

I would like …………………………………………………………………..

……………………………………………advertised in ……………………

As you can see……………………………I have had 10 years……………...

Three of these have been as…………………….. and I am keen to…………
I enclose…………………….and will be available………………………….
I will be free………………………………….

I………………………………………………….

Yours sincerely

Ken Doods

Enc: 1

25
Exercise 5:

Using the information below, write a full letter of application, not to be accompanied
by CV.
Name : Arthur Foot
Job wanted : Export Manager for Walter Heath Ltd (21 Cowslip Way, Exeter, Devon),
advertised in yesterday’s Guardian.
Age : 36
Address : 116 Rockway Hill, Worthing, Sussex
Education : Worthing Grammar School
Lancarter University
Qualifications : BA (Hons) Economics
MA in Business Administration
Languages : Fluent French and Arabic
Present position: Arthur Bow plc., 16 Tooth Way, Littlehampton, Sussex,
Assistant Export Manager for the last 8 years.
Reason for application: Wants more responsibility and move to the West Country (i.e.
West of England)
References : Mr. Walker and Mr. Platt (at Arthur Bow plc.)
Availability : Start a new job – one month’s notice

Exercise 6:

Imagine the job you would most like to have. Write a letter of application for it to accompany your
Curriculum Vitae.

Language Focus
Opening paragraph
- I would like to apply for the post of…………advertised in………….
- I have seen/read your advertisement for a…………….in………… and would
like to apply for the post.
- In respond to your advertisement in……………….
- With reference to your advertisement in …………….
- Having read your advertisement in …………..
- Having heard from my friend who works for your company that you need……

Closing paragraph
- I look forward to your reply
- I look forward to having your reply
- I would be glad to meet you for an interview and look forward to having your
response.
- I look forward to an opportunity of an interview in your office.
- I would be very grateful if you would give me an opportunity of an interview.

26
Kepustakaan:
1. A. Ashley, A Correspondence Workbook. Oxford University Press 1992
2. A. Ashley, Handbook of Commercial Correspondence, Oxford University Press
1984
3. A. Ashley, Basic Office English. Binarupa Aksara, 1996
4. Hariyanto, Sugeng. English Business Correspondence. Kanisius, 2006

27
Nomor Topik : IX
Judul : Memo and Invitation
Jam : 4/Minggu
Tujuan : Students are able to write memo and invitation
Deskripsi : The examples of memo and invitation are given,
Manfaat : By the end of the lesson, students should be able to write memo and
invitation

MEMORANDUM

Information in a company can be circulated by face to face conversations, staff announcements at

meetings, on the internal ‘phones, or through written internal circulars called memorandums, or
memos, for short. Many companies use different coloured paper for their memorandums to show
that the correspondence is internal.

A memo may or may not have the company’s heading on it, but it will always state who it is from
and who it is to, have a date on it, and sometimes a subject heading:

MEMORANDUM
From: Date: 20 July 200….
To:
Subject:

Memos are not letters, so there are no opening addresses/salutations such as “Dear Sir/Madam’,
‘Dear Mr./Miss’, etc. and there are no ‘complimentary closures’ e.g. ‘Yours Sincerely’, ‘Yours
Faithfully’.
Paragraphs are sometimes numbered as they deal with each point of a subject, particularly if the
memo is long- memorandums can be anything from two lines to a couple of pages depending on
their content.
The content of a memo should include:
1. ‘What’ Even if the memo has a title, the opening paragraph usually explain what
the memo is about:
- A fire drill will be held………..
- The company is introducing…….
2. ‘Who’ Although the memo is addressed to someone or a group, it should explain who
will be affected by the information:
- This will only affect staff…………
- It is important that all staff……..
3. ‘How’ It should also tell people how they will be affected:
- ……..lunch hours will be interrupted all week because of……..
- The new scheme will mean a change in………..
4. ‘When’ It might be necessary to tell those affected when a scheme/policy, operation,
or change will happen:
- As from the beginning of next year, the company will use ……….
- The new scheme will come into operation on Monday 1 May 200..

28
5. If information is not clear, or the memo is long, you think it might not be understood,
you should encourage the readers(s) to ask someone to explain:
- ……if you need ore details, ask your supervisor or manager.
- If the scheme causes any problems, please see your manager.

The example below is a very simple memo just to ask Mr. Camp to supply two more copies of
sales report.

MEMORANDUM

From: Sandra Vermon Date: 20 July 200….

To: David Camp
Subject: Sales Report

In future would you supply me with two extra copies of

sales report, making one original and four copies in all?

The example below is also a short memorandum simply reminding manager to check ‘security’.

THE ROYAL INSURANCE CO.LTD.

On Lok Yuen Bulding MEMORANDUM
25 Des Voeux Road To : All managers
Central From: Security Officer
Hongkong Subject: Security
Date: 20 July 200….

Would all managers please make sure that valuables and confidential
information are locked away at all times and that staff keep their
personal belongings with them. The police have informed us that
there has been an increase of 40 per cent in robberies in this area
Please inform all the staff in your departments.

P. Lau
Chief Security Officer

Exercise 1:
The following memo is to ‘juniors’ advising them of an educational scheme the company is
running with the local College of Further Education.
Answer the questions based on the memo below:
1. Can anyone take part in the ‘day-release’ scheme?
2. What should people do if they want to apply for the scheme?
3. When will the scheme come into operation?

29
 4. What short of help would the scheme offer people, if they take part in it?
5. Will salaries be affected?
6. Can any subject be studied under the scheme?
7. Who was the memo from?
8. What short of company was the memo circulated in?

MEMORANDUM
THE NATIONAL BANK PLC
Damansara Utama Tel: 89-53621
Petaling Jaya Telex: 78191035
Selangor Cable: NATBAN

To: All junior staff Subject: Education

From: B. Chu Date: 1 September 19….
Personal Manager

We have come to an agreement with the local college of further education for a part-
time release scheme for business studies.
1. The scheme will operate from 1st January 19…..
2. Half-day release will only be for approval courses of business studies for
recognized examinations.
3. The bank will pay for all fees and books on the courses, and any examination
fees.
4. All junior staff and trainees under the age of nineteen years old on that date will
be considered, and those selected will still be paid their full salary.
5. If you wish to apply this scheme, see the manager or supervisor of your
department within the next three weeks to discuss the details.

We hope everyone who is concerned will take this opportunity for further education,
which could help them in their career in banking and commerce.

David Chu
Personal Manager

Source: Basic Office p. 121

Exercise 2:
You are Edward Pearl, managing director of German Motor Manufacturing. Your company is
based in Indonesia. It is Jalan Jendral Sudirman 37 Jakarta Selatan. Phone number is 7588216. The
company has 8 divisions. Assign your secretary to write a memo to all of heads division. They
should attend the meeting that will be held next week.
They should also prepare everything about their report.

30
INVITATIONS
A. Sending an invitation
Study the example of invitation below then answer the questions:

THAI MOTOR CORPORATION

11 Thong Road, Bangkok, Thailand

Mr. C. Williams Our ref: WT/CM

Basil Williams PLC Your ref:
17 Shooters Walk
Derby DB6 2LD
ENGLAND 10 July 2008

Dear Mr. Williams

We are organizing a special reception and dinner for our overseas clients to mark the
twenty-fifth anniversary of the founding of our company and we would very much
like you to attend. The dinner will be held at the Ashohi Club in Bangkok at 8.00 p.m.
for 8.30 p.m. on Monday, 10 November. Dress will be informal.

If you require hotel accommodation in Bangkok please send us a telex or letter and
we will make the appropriate reservations.

We very much hope that you will be able to attend our dinner and look forward to
meeting you on 10 November.

Yours sincerely

WAN TU
Managing Director

Questions:
1. Why is the dinner being held?
2. When will the dinner begin?
3. Has the Corporation reserved a hotel for Mr. Williams?

A more formal invitation might be printed on a card, as below:

The Directors of the

Thai Motor Company

request the company of

Mr. C. Williams

On the occasion of the twenty-fifth anniversary of the foundation of the company at the
Ashohi Club, Bangkok on Monday, 10 November 2008 at 8.00 p.m. for dinner at 8.30 p.m.

(Dress – Informal)

R.S.V.P. Wan Tu, Thai Motor Corporation,

11 Thong Road, Bangkok, Thailand

31
B. Refusing an invitation

This is a reply to the previous invitation.

Read the letter below then answer the questions:

1. Why is he unable to attend the anniversary dinner?
2. When does he hope to visit the company?

BASIL WILLIAS PLC 17 Shooters Walk, Derby DB6 2LD

Mr Wan Tu Our ref: CW/CH

Thai Motor Corporation Your ref:
11 Thong Road
Bangkok
THAILAND

Dear Mr Tu

Thank you very much for your invitation to the reception and
dinner marking the twenty-fifth anniversary of your company at
the Ashohi Club on 10 November.

Unfortunately, I have already agreed to speak at a conference in

Oslo on 10 November and therefore will be unable to attend your
dinner.

Please send my apologies to the Directors and tell them that I hope
to visit your company during a planned visit to Thailand in
February 2008.

Yours sincerely

C WILLIAMS
Managing Director

A very formal reply to the printed card would be:

“Mr Williams thanks the director of the Thai Motor Corporation for their kind
invitation to their twenty-fifth anniversary dinner at the Ashohi Club in Bangkok on 10
Noverber but regrets that he cannot attend due to a prior engagement in Norway on the same
day.

32
C. Accepting an invitation

This is a reply to the previous invitation too.

Read the letter below then answer the questions:

1. Does he intend to go to the dinner?
2. How many nights will he spend in Bangkok?

BASIL WILLIAS PLC 17 Shooters Walk, Derby DB6 2LD

Mr Wan Tu Our ref: CW/CH

Thai Motor Corporation Your ref:
11 Thong Road
Bangkok
THAILAND

Dear Mr Tu

Thank you very much for your invitation to the reception and
dinner marking the twenty-fifth anniversary of your company at
the Ashohi Club on 10 November.

I would be delighted to attend and would like you to reserve a

single room for me at the Bangkok Palace for the night of 10
November.

I look forward to meeting you on 10 November.

Yours sincerely

C WILLIAMS
Managing Director

A very formal reply to the printed card would be:

“ Mr. Williams thanks the Directors of the Thai Motor Corporation for their kind
invitation to their twenty-fifth anniversary dinner at the Ashohi Club in Bangkok on 10
November and will be delighted to attend”.

33
Exercises
1. Complete the following invitation. Mr Friend is being invited to a banquet to celebrate the
50th anniversary of the Indonesian Import Company. It is to be held at the International
Club of Jakarta at 8.15 p.m. (for 9.00 p.m.) on 10 September. Dress will be formal.

INDONESIAN IMPORT COMPANY

182 Serang Road, Jakarta, Indonesia

Mr A Friend Our ref: HT/hm

Woolcat Ltd. Your ref:
17 Beech Road
Woodstock
Oxfordshire, ENGLAND

Dear Mr Friend

We are organizing (1)………………………………………….

to celebrate (2)…………………………………………………...
And we would (3)………………………………………………..
The dinner will be held (4)………………………………………
At (5)…………………………….. Dress (6)……………………

If you require hotel accommodation in Jakarta please (7) ………

…………………………………………..

We very much hope you will be able to attend our dinner and (8)
…………………………………………………………….

Yours sincerely

H Tu
Managing Director

2. Rewrite the above invitation more formally.

3. Write an informal letter refusing the invitation letter. Mr. Friend is attending a board
meeting in London.
4. Write a formal refusal to the invitation (the invitation card)
5. Write an acceptance letter to the above letter.
6. Write a formal acceptance to the invitation (the card)

34
Language Focus
Memo

Would you supply us with………………….

Please prepare…………………..

Invitation

1. Inviting
a) Formal
(The Directors of……..) request the company of (Mr Williams) on the occasion of (the
twenty-fifth anniversary) at (the Ashohi) on (10 November) at (8.30 p.m.).

b) Less Formal
We are organizing ( a dinner to mark the twenty-fifth anniversary of our company) and
would (very much) like you to attend.

2. Refusing an Invitation
a) Formal
(Mr Williams) thanks (the directors of Thai Ltd) but regrets that he cannot / is unable
to attend due to (a prior engagement).

b) Less Formal
Unfortunately I have already agreed (to speak at a conference in Oslo) and will
therefore be unable to attend (your dinner).

3. Accepting an Invitation
a) Formal
(Mr Williams) thanks (the Directors of Thai Ltd) for (their) kind invitation to (their
fifth anniversary of their company) and will be delighted/pleased to attend.

b) Less Formal
I would be delighted to attend (your party) on (10 November).

Kepustakaan:
1. A. Ashley, A Correspondence Workbook. Oxford University Press 1992
2. A. Ashley, Handbook of Commercial Correspondence, Oxford University Press
1984
3. A. Ashley, Basic Office English. Binarupa Aksara, 1996
4. Hariyanto, Sugeng. English Business Correspondence. Kanisius, 2006

35