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MISCELLANEOUS CORRESPONDENCES Written By: Ayatullah Nurjati, S.S. S.Sos.i In this section we look at some Miscellaneous Correspondences, much of which a secretary might deal with in a medium to large size firm. 1. Reservation
Dear Sir /Madam, This Letter is to confirm our telephone conversation this morning when I arranged for two tickets to be sent to us in the names of P.P. Dell and B. Newsome, our directors, who will be traveling JakartaRome on Flight GA 164 at. 10. 08 hours, on Wednesday June 13th 2006 Please send the tickets to us by return and find a cheque for Rp. 1,300,000 Yours Faithfully, Fitriyana Dear Sir /Madam, With reference to my telephone call to you this morning would you please book a return ticket including couchette in the name of Mr. John For Jakarta Surabaya, leaving on Monday July 17th 2006, and returning Surabaya MalangJakarta, on August 13th? I would appreciate your sending the ticket as soon as possible and have enclosed a cheque for Rp. 1,000,000 Yours Faithfully, Fitriyana

1.1. Air Travel

1.2 Train Travel

Dear Mr. Zidane, This letter is to confirm my telex and your answer of today in which you agreed to reserve two separate rooms with shower and bath, full pension from 12 th June to 20th June inclusive for Mr. P. Dell and Mr. B. Newsome, who will be attending the Textile Trade Fair in JCC Jakarta.

1.3 Hotel

Could you make sure that the rooms are situated at the back hotel, as rooms they were given last year, overlooking the main rood, were rather noisy? I am enclosing a bankers draft for Rp. 1,700,000 as a deposit. Could you please acknowledge to receipt? Yours Faithfully, Fitriyana

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Dear Mrs. Claudia, Our Chief Buyer Mr. Norman Sitanggang, would like to contact us with a view to making an appointment to see him to discuss the possibility of setting up a contract with your company to supply us with steel overt the next year. He will be at his office all next week Monday, could write, or home him on 021 5666666 he would be glad to arrange a meeting with you Yours Faithfully, Fitriyana

2. Appointment 2.1 Making an Appointment

Dear Mrs. Claudia, Mr. Norman Sitanggang has asked me to confirm the appointment you made to see him. He looks forward to meeting you at 1.30 AM in his office at above address, on Tuesday 13 August 2005

2.2 Confirming An Appointment

Yours Faithfully, Fitriyana

Dear Mr. Agus Pramudya I am sorry to tell you that Mrs. Claudia will not be able to keep the appointment he made to see Mr. Norman Sitanggang on Tuesday 2 nd August 2006. Unfortunately an urgent matter has come up in our New York office and needs his immediate attention. He offers his sincere apologies for the inconvenience and will contact you as soon as he returns to London. Yours Faithfully, Fitriyana

2.3. Canceling An Appointment

Dear Mr. Norman Sitanggang Just line to say that I was pleased we were finally able to meet another yesterday after having to postpone our meeting two weeks ago when I was called to New York office.

2.4 Follow up After an appointment

I am also please we were able to work out the main point of our contract so quickly and were able to come to mutually acceptable agreement. It would be useful for us to keep in contact I will call you in a few weeks or so and perhaps we can discuss how things are going with our supplies or anything else you would like to talk about. I look forward to seeing you Yours Faithfully, Fitriyana

Dear Mr. Deksen Thank you for your last consignment. You will be pleased to hear that we are processing another order to be sent to you within the next few weeks. The purpose of this letter, however, is to ask if you could offer any assistance to our overseas sales manager, Mr. Michael Hobbs, who will be visiting Oslo from 11 to 17 th May You may remember that when you were here a few months ago I mentioned that we intended to expand our sales. We are now looking at the potential of the Scandinavian market, and Michael Hobbs trip is part of our investigation into the possibilities or our exporting in Scandinavia. I wonder if, while he was in your city, you would be able to introduce him to wholesalers and retailer in our trade who may be able to give him information with regards to the type of products that we would need to offer to the Norwegian market. He will also be interested in marketing demand, importing procedures and any other information that would be useful to us. I understand of course that you are very busy, but it is not too inconvenient, may I tell him that he may contact you at sometime during his stay? The help would certainly be appreciated and reciprocated if the opportunity arises. Yours sincerely,

3. Hospitality 3.1 Request for hospitality

Dear Mr. Deksen The bearer of this letter is Mr. Michael Hobbs, our overseas sales manager who is visiting Oslo on our behalf to investigate our export possibilities to Norway.

3.2 Letter of Introduction This letter would be presented to Mr. Deksen in person

Thank you for your letter of 10 April in which you offered to help him. I will appreciate any assistance you can give, or suggestions you make. Yours sincerely,

Dear Mr. Deksen Thank you very much for assisting Mr. Michael Hobbs while he was in Oslo. I know he has already written to you expressing his gratitude, but I would like to add my own appreciation. The introductions you made for him and the contacts and information he gained will be extremely useful in our Scandinavian export proggrame. If I can offer you any similar service in the future. Please contact me Yours sincerely,

3.3 Letter of Thanks

Dear Mr. Grant We would like to invite you to attend our reward ceremony at Indonusa Esa Unggul University, which is being held on December 14 th this year. The proceeding will begin about 2.00 PM and around 5.00 PM, after which a dinner will be given at 7.00 PM for our prominent visitors. As one of our distinguish ex-students we would like you to address the parents and students with a short speech of your choice before handing out the awards. Although we realize you are busy we hope you can find time to accept the invitation and look forward to seeing you Yours sincerely,

3.4 An invitation

Dear Mr. Edward Mr. Grand our director has asked me to write to thank you and accept your kind invitation to attend the award ceremony and speak at Indonusa Esa Unggul University, on December 14th.

3.5 accepting invitation

He has fond memories of the campus where he trained as an engineer and welcomes the chance to visit it again. The topic he has chosen to speak on is Changing Technology In The Next Decade, and he would appreciate it if you would let him know whether this will be an acceptable subject. Yours sincerely,

Dear Mr. Neil Kaufman

3.6 Refusing an Invitation

Our chairman thanks you very much for the kind invitation you sent to attend the reception being held next month at your embassy. Although he would have liked to have come, he will be in America at that time. However, he sends best wishes and apologies for not being able to attend, and hopes that you will send another invitation at some future date, when he does not have any commitment. Yours sincerely,

4. Special occasion
Dear Mr. Stanton I was shocked to hear about the death of your parent Mr. John Culinton and offer my condolences. He was fine person and a well-liked man, who will be sadly missed by all who know him. Please pass my sincerest sympathies to his family, and assure them that all his associates will have the fondest memories of him Yours sincerely,

4.1 letter of condolence letter of condolonce should never be written in the third person, i.e. by someone else on your behalf.

Dear Mr. Ferdinand I would like to offer my congratulation on your being elected chairman of our Trade Association

4.2 Letter of Congratulation Congratulation are also best given directly, not by someone on your behalf.

No one has done more deserve the honour, or worked hard to promote our interests. You can count on me and my company to give any assistance you require in your term of office, and I wish you every for the future

Yours sincerely,

5. Application Letter

Dea Mirela, S.E. M.M Jl. Bandenga Utara IV. No. JAKARTA PHONE/MOBILE: (021) 7777712/088888888 [email protected]/[email protected] Jakarta November 12nd, 2006 HRD PT. Delta Sarimas Attn: Mrs. Dina Pasaribu Jl. Palmerah Selatan No.15 Jakarta 10270 Dear Sir/Madam, Concerning with the advertisement about the position of Manager at Kompas dated November 11th, 2006 which your company offered, I would like to apply the position you offer. I am Twenty-Nine years old, female, and single, in good health. I had finished my study at Indonusa Esa Unggul University, Majoring Management and post graduate/Magister at Indonesian University (UI) Majoring Management, can speak English both oral and written, and able to operate computer well (office). I have been working at PT. Pertindo Sari for 4 years I would be grateful to have your chance to be interviewed or tested. Enclosed are my Curriculum Vitae, TOEFL test, and academic transcript. I am looking forward to hear from you. Faithfully Yours, Dea Mirela, S.E. M.M
BIBLIOGRAPHY Lougheed, Lin. Business Corespondence: A Guide to Everyday Writing (Intermediate) 2 nd edition , (London: Longman, 2000). And many sources