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COMPLAINT LETTER AND APPLICATION LETTER

A.Complaint Letter

Complaint Letter is a type of letter written to address any type wrong doing, offence, grievance, resentment arising out of a product, service etc. Complaint Letters are used to raise your concerns about unfair things and seek a productive outcome. They are also used to vent out your pent up emotions arising out of your suffering or bad experience. It is a fundamental right and duty of a citizen to seek justice arising out of any injustice, which is initiated by a Complaint. Complaint letters then, become your First Step towards your Consumer Rights. They inspire other hassled consumers, influence the concerned authorities towards taking proper action and make the defaulters more liable, responsible and responsive. This is because unresponsive behaviour of the offender is liable to a Punishable Court Proceeding or an Expensive Lawsuit.

Writing complaints letters is an essential responsibility of the victim whilst seeking positive outcomes. Complaint Letter writing is not only a pre-warning for the offender but also a chance for them to rectify their act in time. These letters are not just meant for defective products, service they can also be written towards any injustice happening in the society, like ‘Smoking in Public’, ‘Misuse of Water by any Person or an Organisation’ and any issue happening in society which needs to be addressed. 

Anyone can complaint through letter if there is a legitimate reason. Anyone can write a letter to the administration regarding the pollution, water supply, traffic problems, shortage of electricity etc. You don’t need to be a lawyers or an influential person. All you need to do is to learn to write a complaint letter in an appropriate manner with all the relevant information included. In the matter contained here, you will get all the tips to write a complaint letter.

Types of Complaint Letters

Complaint letters are of different types and different reasons and depending upon that they can be categorised accordingly.

Depending on the level of an organisation or an individual these can be:

Complaint Letter Samples

Example complaint letter:

Answer : Miss Bernad

Answer : Mr. Madman's company representative

Answer : complaining about bad service received

Answer : on June 12, 2016

Answer : she welcomed the opportunity to discuss further matters and to learn about how the company proposes to prevent similar situations from recurring

B. Application latter

An application letter is a cover letter, a sales letter, and a marketing tool all in one and it should accompany a professional resume any time a person applies for a job.Its main objective is to get the applicant in the door for an interview and must be written well enough to attract the attention and interest of the person with the power to recommend or grant one.

The scope should include compelling information that will convince the reader that the qualifications outlined in the resume are strong enough to make an applicant a candidate.

Identify Your Reader

An application letter should be addressed to the person who is in charge of screening and hiring new employees. That person's name should be placed in the inside heading and salutation of your application. It should also be included on the top line of your envelope.
Remember that people do business with people first, businesses second. When you address your reader by name, you recognize their individual importance and value as a human being.

Establish Your Objective

The objective of an application letter is to attract the attention of an employer. It acts as a cover letter for your resume and should provide enough personal information to convince the reader to grant you an interview.
The qualifications you provide a potential employer should be included on your resume. Your cover letter should indicate that you are a suitable candidate and attract attention to your resume.

Determine Your Scope

The scope of your application letter should include those things that are specific to obtaining your objective - convincing the reader to grant you an interview. You should be brief, but include such things as:

Remember, you are requesting an interview. Specify times at which you are available and the methods by which you can be contacted.

Organize Your Letter

Organizing your application letter will establish a logical order in which to present your information. You have already begun this task by establishing an objective and determining your scope. Refer back to them. Together they include much of the content that will become the body of your letter.

A simple outline will get you organized. Begin by creating a list of points that your letter will address and put them in the sequential order that will best help your reader comprehend your application. These points will become the backbone of your draft; your outline will become a checklist.

Draft Your Letter

Working from an outline is the simplest way to draft an application letter. You have already organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete sentence expressing a single thought or idea.

In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating your objective to your reader. Make sure that the scope of your letter contains all the relevant information included in your organizational list.

Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar, punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to in the final step when you review and revise your work.

Close Your Letter

An application letter should close in a professional manner. Once your last paragraph is written, sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name.

If you are writing in conjunction with an official duty, place your title below your printed name. Additional information such as dictation remarks, notification of attachments, enclosures and copies sent to other individuals should be placed beneath the title line.

Review and Revise Your Application Letter

Reviewing and revising the draft of your application letter is a final inspection, a last check to see whether your objective is clearly stated and your scope concisely defined. Put yourself in the reader's shoes and ask whether the details are accurate and complete.

Look for obvious errors. Check for spelling, sentence structure and grammar mistakes. Your complaint should be direct and to the point, so make sure that you have used a strong active voice.Keep in mind the overall cohesiveness of your letter. Look for accuracy, clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if your point of view, tone and style are consistent throughout the text.
Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms may not be understood at all and affectations, cliches and trite language serve no real purpose and will obscure your objective.
If you have not written an opening or a closing now is the time. The introduction should lead into the letter with a firm statement about the position or job you are seeking. The conclusion should provide your contact information.

Example application letter :

Answer : Bondet Bargowo

Answer : HRD Manager PT. Timun Perkasa Tbk.

Answer : job application for villa maintenance supervisor position

Answer : the copies of my diploma and transcript, Curriculum Vitae, a testimonial from the director of PT Semangka Tanpa-Biji Tbk., recent photograph, and few other documents.

Answer : advertisement in “The Jakarta Post”

Reference :

https://targetstudy.com/letters/complaint-letter/

https://www.scribendi.com/advice/example_complaint_letter.en.html

https://writing.colostate.edu/guides/page.cfm?pageid=1463&guideid=71

http://mycreativeforum.blogspot.com/2011/01/menulis-surat-aplikasi-kerja-bahasa.html?m=1

Definition Inquiry Letter and Order Letter along with examples

          Inquiry Letter is a letter written to request information and/or ascertain its authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants, scholarships, projects, sales, pre-proposals and others. The term is common in various business setups as it implies fund request or pre-proposal information. Owing to this usage, the term may be considered exclusive to these setups alone. But that is not the case, to this effect the below definition offers a justified meaning.

Inquiry Letter Definition

A document requesting information sent on behalf of an individual or an organisation for their own respective purposes, which can be mutually beneficial to the recipient and the sender.

The term ‘Inquiry’ is same as ‘Enquiry’. The former is more commonly used in U.S. and the latter one is more common in U.K. There are some other terms which represent the letters; these are Letter of Intent, Letter of Interest, Query letter, Prospecting Letter, Pre-proposal Letter and Concept Paper. The term ‘Cover Letter’, ‘Business Letter’, ‘Request Letter’ and ‘Sales Letter’ is also applied to an inquiry letter especially when the objective is same as that of letter for inquiry.

A letter of inquiry serves to facilitate business operations and satisfaction of the sender. Inquiry letters remove any misunderstanding and are time savers, especially when two parties want to reach an understanding. The communication towards this effect resolves the issue without any delay. With relation to it being a ‘Pre-proposal letter’, the inquiry letter is also termed as a ‘Condensed Version of a Proposal’. It is the outcome of the purpose of the letter which highlights the points of a proposal instead of a full-fledged proposal.

On an individual’s basis, these letters are sent to companies that are willing to hire but haven't advertised job openings. It can also be a letter addressed to editor in-charge of a publication proposing certain literary work. It can be a letter from a student who is vying for a seat in a college or a business that provides an internship. So, the objective of an enquiry letter is same but its projections and audiences are different. Same goes for its method of delivery, it can be sent via paper mail or electronic mail.

Inquiry Letter Samples :

Example is inquiry letter :

Definition order letter

The letter that is written by a potential buyer to the seller requesting him to deliver goods is known as order letter. By writing inquiry letters, buyers can collect necessary information about the price, quality of goods and terms of sale. If the buyer finds the quoted price, quality of goods and terms of sales satisfactory, he places an order to supply goods in his address. The seller delivers the good according to the buyer’s order.

In modern time, sellers supply printed orders forms to the customers and customers place orders by filling up those printed order blanks. In this case, the printed order sheet or blank is considered as the order letter.

Factors to be considered in writing oerder letter or, contents of order letter

Through order letter, the potential buyers request the suppliers to deliver goods to them. In modern time, printed order blanks or purchase order forms supplied by the seller are typically used for placing orders. However, in absence of order blanks and purchase order forms, order letters are written. Such letters contain three major categories of information:

1. Information about the items being ordered: An order letter must contain full particulars of goods ordered. Such information include the followings:

a. Product name

2. Information relating to shipping: Shipping information is very important. In absence of shipping information, there can arise misunderstanding between buyer and seller. Shipping information may include the followings:

3. Information relating to payment: Mode of payment of prices for the ordered items must be clearly indicated. The seller will accept the order letter only when both of them come to a common ground relation to payment of price. Payment information include the following:

The above stated factors are usually included in order letter. However, the buyer can include any other instruction or element if he thinks necessary.

Example is order letter :

Essay  questions about inquirt letters and answers :

 Answer :she is the Clinic Director of Diabetes St. Hospital David..

Essay  questions about order letters and answers :

Reference :

https://targetstudy.com/letters/inquiry-letter/

https://thebusinesscommunication.com/what-is-order-letter-factors-to-be-considered-in-writing-order-letter/

https://www.tu-chemnitz.de/phil/english/sections/linguist/independent/kursmaterialien/TechComm/acchtml/inqex1.html

http://w3.gel.ulaval.ca/~poussart/gel64324/McMurrey/texte/orderlet.htm

https://www.sekolahbahasainggris.com/pengertian-isi-tujuan-dan-contoh-surat-pemesanan-barang-dalam-bahasa-inggris/#Pengertian_Isi_Tujuan_Dan_Contoh_8220Surat_Pemesanan_Barang8221_Dalam_Bahasa_Inggris

Parts of a Business Letter

A business letter is a formal letter with six parts:

1. The Heading

The heading contains the return address with the date on the last line. Sometimes it is necessary to include a line before the date with a phone number, fax number, or e-mail address. Often there is a line skipped between the address and the date. It is not necessary to type a return address if you are using stationery with the return address already imprinted, but you should always use a date.  Make sure the heading is on the left margin.
Example:

Ms. Jane Doe
543 Washington St
Marquette, MI 49855
Tel:
Fax:
Email:
June 28, 2011 

2. Recipient’s Address

This is the address you are sending your letter to. Be sure to make it as complete as possible so it gets to its destination. Always include title names (such as Dr.) if you know them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is folded in thirds to fit in a standard 9” business envelope, the inside address should appear through the window in the envelope (if there is one). Be sure to skip a line after the heading and before the recipient’s address, then skip another line after the inside address before the greeting. For an example, see the end of this sheet for a sample letter. 

3. The Salutation

The salutation (or greeting) in a business letter is always formal. It often begins with “Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it (such as Ms., Mrs., Mr., or Dr).  If you’re unsure about the person’s title then just use their first name. For example, you would use only the person’s first name if the person you are writing to is “Jordan” and you’re not sure if he or she is male or female.
The salutation always ends with a colon.

4. The Body

The body is the meat of your letter. For block and modified block letter formats, single space and left justify each paragraph. Be sure to leave a blank line between each paragraph, however, no matter the format. Be sure to also skip a line between the salutation and the body, as well as the body and the close.
                
5. The Complimentary Close

The complimentary close is a short and polite remark that ends your letter. The close begins at the same justification as your date and one line after the last body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a signature between the close and the sender’s name. A comma should follow the closing.

6. The Signature Line

Skip at least four lines after the close for your signature, and then type out the name to be signed. This often includes a middle initial, although it is not required. Women may put their title before had to show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.

7. Enclosurer

If you have any enclosed documents, such as a resume, you can indicate this by typing “Enclosures” one line below the listing. You also may include the name of each document.

8. Format and Font

Many organizations have their own style for writing a business letter, but here  are some common examples.

9. Block

The most common layout for a business letter is called a block format. In this format, the entire letter is justified to the left and single spaced except for a double space between paragraphs.

10. Modified Block

Modified block is another popular type of business letter. The body of the letter and the sender’s and recipient’s addresses are left justified and single spaced. However, in this format, the date and closing are tabbed to the center point.

11. Semi-Block

The least used style is called a semi-block. In it each paragraph is indented instead of left justified.

12. Font

The standard font for business letters is Times New Roman, size 12. However, fonts that are clear to read such as Arial may be used.
Sample Letter
{NOTE: your name goes only at the bottom}
Your Return Address (no abbreviations for Street, Avenue, etc.)
Your City, YO [your two letter state abbreviation] zip
Date (write out either like June 4, 2004 or 4 June 2004)
First and Last Name of the Person to whom you are writing
Address
City, ST zip
Dear Mr./Ms. Whomever:
In the first paragraph, introduce what you are writing about and what you want from them.
In the subsequent paragraphs, explain the nature of your problem and what they can do for you. Be non-combative and straight to the point.
In the last paragraph, be sure to thank him/her for his/her time and efforts on your behalf. Also, let them know that you will contact them or that they can contact you with any questions.
Sincerely yours,
{four spaces so that your signature may appear here}
Jane Doe
A business letter is not restricted to one page; the letter should be as long as it needs to be.

13. Punctuation

 For punctuation after the salutation and closing there are two options. The most common is to use a colon(:) after the salutation – never use a comma after the salutation – and a comma (,) after the closing. In some cases you may use a less common format called open punctuation. In this case there is no punctuation after the salutation and closing.

Style Of Business Letter

Business letter can be written with different styles, such as:

Full Block.

Full block style is a letter format in which all text is justified to the left margin. In block letter style, standard punctuation is placed after salutations and in other headings. Open punctuation, however, refers to a modification of style where all nonessential punctuation is omitted. A few key factors will help you understand block style format and the difference that open punctuation makes.

  1. Return Address:  If your stationery has a letterhead, skip this. Otherwise, type your name, address and optionally, phone number. These days, it’s common to also include an email address. 2. Date: Type the date of your letter two to six lines below the letterhead. Three are standard. If there is no letterhead, type it where shown.

 3. Reference Line: If the recipient specifically requests information, such as a job reference or invoice number, type it on one or two lines, immediately below the Date.

 4. Special Mailing Notations: Type in all uppercase characters, if appropriate.

5. On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to include a notation on private correspondence.

 6. Inside Address:  Type the name and address of the person and/or company to whom you’re sending the letter, three to eight lines below the last component you typed. Four lines are standard.

 7. Attention Line: Type the name of the person to whom you’re sending the letter.

 8. Salutation: Type the recipient’s name here. Type Mr. or Ms. [Last Name] to show respect, but don’t guess spelling or gender.

 9. Subject Line: Type the gist of your letter in all uppercase characters, either flush left or centered. Be concise on one line.

 10. Body: Type two spaces between sentences. Keep it brief and to the point.

11. Complimentary Close: What you type here depends on the tone and degree of formality.

12. Signature Block: Leave four blank lines after the Complimentary Close to sign your name. Sign your name exactly as you type it below your signature. Title is optional depending on relevancy and degree of formality.

 13. Identification Initials: If someone typed the letter for you, he or she would typically include three of your initials in all uppercase characters, then two of his or hers in all lowercase characters.

14.  Enclosure Notation: This line tells the reader to look in the envelope for more. Type the singular for only one enclosure, plural for more.

15. cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom you distribute copies, in alphabetical order.

Semi-block style

Semi-blok fromat: in a format this text parallel left and all paragraphs in the letter is indented. Format shape on this letter on letter head, date, complementary a close, and signature being in a position flattened right. In the layout uneven right, but can dibilangg flattened middle. Other parts on a letter as inside address, subject, salutation, body of letter, and enclosure if terdapatnya attachment letter,Being flattened on the left.

Sample Form Letter Semi Block Style :

Description:

1.Kop Letter

2. Date of preparation of letters

3. Letter No.

4. attachment

5. case

6. The letter addressed

7. a word of salutation

8a. Introduction letter

8b. Explanation letter

8c. The cover letter

9. Greetings Closing

10. Name of office

11. signature

12. Names to approach

13. copy

14. Attachment page letter / initials

Simplified-style

Simplified-style business letters contain all the same elements as the full-block and semi-block letters. Like the full-block format, the simplified format left-justifies every line except for the company logo or letterhead. The date line is either slightly right of center or flush with the center of the page. Letters written in the simplified format have fewer internal sections, such as the body, salutation and date line.

Using the simplified style is the most useful at times when you don’t have a recipient’s contact name. Because the simplified style does not require a salutation, you don’t need the person’s name. The simplified format does away with unneeded formality while maintaining a professional approach.

Hanging-Indented Style

This very useful style places the first words of each paragraph prominently on the page. It is useful for letters that deal with a variety of different topics. However, for normal business communications, this style is very rarely used. The first line of the paragraph begins at the left-hand margin. And the other lines of the same paragraph are indented three to four spaces. This is the reversal of semi-indented style discussed in other page.

Reference :

https://www.nmu.edu/writingcenter/parts-business-letter

https://int.search.myway.com/search/AJimage.jhtml?&

https://int.search.myway.com/search/AJimage.jhtml?&n

https://hadi27.wordpress.com/style-of-business-letter/

https://www.csub.edu/wrc/_files/The%20Parts%20of%20a%20Business%20Letter.pdf