FARID MAULANA 221410151 EKIS 2E

FARID MAULANA

221410151 – BAHASA INGGRIS

EKIS 2E

Practical Assignments

1. Sandra Parr, a typist, was away from work and this letter was typed by a temporary typist. She
made more than 10 mistakes. Can you find them?
- Readers name and address Mr O. Jones
1- After writers address/ head letter and on the left letter Household Designs & Co Ltd.
22 High Street
Manchester M1 2BL
2- Nothing date about writer England
A. Bell 3- Not at the top of letter (writers name)
Transworld Freight plc
74 Dockside 4.- Letter head ( at the top right)
Manchester
Our ref: AB/ts 5.-References line before date, right or letter

Dear Sirs, 6.- must know name name’s readers

Further to our meeting yesterday, I would like to place
an order for 10 chairs (type 0405678). Can you su- 7. should not be separated
pply them in blue or green and can you offer a 8. Should not be seprated
discount?
I look forward to hearing from you.
9 -No signature Yours sincerely,
10- there is no space between the two A. Bell

2. You received a complaint letter from a customer. Write a reply. Try to improve his
impression about the work of the mens clothing department.
Rita Road, 26
Flat 3, Vauxhau
London SWJ1 UO
March 15, 1996
Personal Manager
Brown & Nelson Department Store
293 31st and Jackson
London, SW 10034

Dear Personal Manager

I would like to complain about your salesclerks in the mens clothing department. I was in your store last
week and wanted to purchase a coat. There were a number of clerks in the area, but no one offered to
help me, I asked for some assistance and a young man begrudgingly came to my aid. Although he
helped me find a coat that I liked very much, he could not answer several of my questions regarding
the coat and made no attempt to ask someone who would know. Several days later I found a similar
coat in another store and because the salesclerk was very cooperative in meeting my needs, I
purchased the coat. I have been a regular customer of yours for a number of years and have always
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found your personnel to be extremely helpful. I hope that the situation in the mens department will soon
measure up to your high standards of service.Thank you for your attention to this matter.

Sincerely,
Larry T. Drake

Response letter :
Personal manager
Brown & Nelson Department Store
293 31st and Jackson
London, SW 10034
March, 16 March 1996
Rita Road, 26
Flat 3, Vauxhau
London SWJ1 UO

Dear Rita Road

In response to the complaint letter from Mrs. Rita which was sent on March 15, 1996, I, as a personal
manager and employee, thank you very much for your concern for our store. Regarding the
inconvenience you received, I, as the personal manager, deeply apologize for the uncooperativeness
of the employees in serving consumers, this happened because of a lack of coordination among
employees so that employees did not serve consumers properly. and that also includes my negligence
as a personal manager, once again I apologize.

related to this I will conduct an evaluation to find a solution so that unpleasant things do not happen to
the hearts of consumers, and of course I will consider the suggestions you give well, for all your
suggestions and complaints I thank you

Sincerely,
Personal Manager

3. Write your own complaint letter about bad service in a café , shop, repairing workshop etc.

Farid Maulana, 18
Blok 3, Cihaseum Village
Pandeglang, Banten
March 15, 2023
Personal Manager
Kulacino Coffee
Blok 4, Sukayaca Village
Pandeglang, Banten

Dear Personal Manager

I want to complain about your coffee barista in kulacino coffee cafe. I was at your cafe last week and
wanted to buy some coffee with some of my colleagues. at that time I got the first queue number to
order food and drinks, but when we wanted to order, your barista put other people before us, this made
us feel disrespected because it was clear we got the first queue number and the barista put other people
first without there is advance notice, of course we are very disappointed, I hope my complaint can give
a warning as well as an evaluation of your barista, because we really love the food and drinks in your
cafe, it's a shame if you have employees who are not polite, for your attention I thank you .

Sincerely,
Farid Maulana
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MEMORANDA
In business, a letter is used to communicate with someone outside the company. When you wish to
write to someone within your own company, you will send a memorandum. Memos are used to
communicate with other employees, regardless of where the employees may be located –
whether in the same office, in the same building, or in a branch office many miles away. Because
the interoffice memorandum form was developed to save time, the formality of an inside address,
salutation, and complimentary closing is omitted. In other respects, however, office memos and letters
have a great deal in common. In most companies and organizations, memorandums are written in the
first person, just as business letters are. The trend is decidedly away from the stiff, formal writing style
that characterized the business letters and memos of several years ago. The tone of the memo is
influenced by the position held by the writer in relation to that held by the receiver. Also, the
topic under consideration plays an important part in determining tone. Obviously a person writing to a
company official to report the results of a financial audit will be more formal than a person writing about
the company bowling league.An important factor is the personality of the individual the memorandum.
The president, for example, may insist on informality,where as a peer might like a formal,
impersonal tone. Therefore, the effective business writer must evaluate the position of the reader,
the topic under consideration, and the personality of the reader when setting the tone of the memo.

Writing Memoranda
There are a few differences in the organization of memoranda and letters. Memoranda and
letters differ somewhat in appearance. To: and from: replace a letters inside address and signature
block, for example. Further, letters are usually sent outside the organization, while memoranda are
usually internal messages. As internal messages, memoranda tend to be more informal and more direct
than their letter counterparts. One survey of 800 business people showed they spent from 21 to 38
percent of their time writing memoranda. There must be a lot of executives overwhelmed by the
number of memos they receive! As a result, competition for the reader– s time places importance
on directness and clarity in memos. So, perhaps even more so than with letters, memos should
start with a statement of the purpose early in the message. In other words, memos are direct messages
messages that do not contain any extraneous information. Memoranda also need special visual
treatment: short paragraphs, much like newspaper articles. Consider using bullets (asterisks, or large
dots) in front of items in a list. A recent approach to typing memoranda probably enhanced by software
packages and computers places the main text of the memo in a narrow column and then, to the
left of it, adds notes summarizing the contents. In the last several years, college textbook
designers have learned that readers prefer this approach for its ease of understanding,
organizational clarity, and speed of review. These same attributes hold true for memoranda
preparation. Computers increasingly aid mid and upper-level managers who prepare their own memos
without secretarial help. If you prepare your own correspondence, realize the importance of dating
your messages. Knowing precisely when you recommended, ordered, signed, or asked about
something often is crucial. Computers often can date (or time-stamp) information for you easily.
Another characteristic that can set memoranda apart from letters is the inclusion of humor. Humor
or attempts at it require judicious use in both memos and letters. However, when the internal
message is lighthearted and relatively unimportant, humour in a memo can distinguish its author as a
person with personality and depth. As long as the humour is on target, does not embarrass others, is
not overdone, and is not too frequent, it can reflect positively on its author. A word of caution is needed,
however, what is funny to you may not be funny to others. You may wish to test your message on a
neutral friend.

Parts of a Memo
A memo has five parts:
TO: John Quinn
There is no need for an address if the memo goes to workers in the same company. Titles like Mr and
Mrs are generally not used in a Memo Address.
FROM: Maria Landry
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Instead of a signature, the sender signs his or her initials. Work titles like Manager are optional.
DATE: January 4, 1996
The date in a memo is usually written on the left side.
SUBJECT: Company Health Insurance Policy
The subject line is sometimes abbreviated as SUB: or RE:. The subject line tells what the memo
is about.
BODY:
The body of a memo discusses the subject.
Like business letters, most memos follow a direct organizational plan. These messages present the
main idea in the first paragraph and then follow with the necessary details to support the opening
statements. Finally, the everyday memo concludes with suggestions for future action or requests
guidance on future action.
ENCL.
Indicates that information is attached to the memo.
CC:
If a copy of the memo is to be received by another party, indicate a carbon copy, followed by the partys
name.
***
MEMOS TO FILE
By writing to file, you can record information you might forget at a later date. In the current business
environment, writing to file also serves other purposes. It allows you to establish your involvement in an
issue, claim ownership of an idea, or protect your position or status. When you write a memo to file,
keep it short, but make sure it is not so cryptic that you will not understand it months later.
TO:
FROM:
DATE:
SUBJECT:

3. To: Personnel Manager Division A

From: The Managing Director
Date: 27 April 1997
Subject: Installation of coffee machines
For Action comment information discussion
Please display File return
Pass to: _All staff
The Board is thinking of installing automatic coffee machines
in the offices of each division. Before we do this we need to
know:
□ how much use our staff will make of them
□ how many we would need
□ whether time now used for making coffee would be saved.
Can you provide us with your views on:
□ how the staff will react to the idea and
□ how we can deal with the union on the matter.
If possible, I would like to receive your report before the next
Board Meeting on 1 June.

Practical Assignments on Writing Memoranda

1. Answer the following questions.
1. What are the three ways that memos and letters differ?
• Memos :
1. Usually memos are relatively short compared to letters
2. Documents belonging to the semi-formal type
3. There are two types, namely hard copy memos and e-memos
2. Why should memos be direct?
FARID MAULANA 221410151 EKIS 2E

Because memos have goals about business : to share neutral, good or negative news, or persuade
readers to take a specific course of action.
3. What are bullets, and why would you use them in a memo?
Because bullets in memos can help highlight important about information, direct the reader to
themed list and improve a documents overall readability. Also Bullets are used to present a list of
short concepts, suggestions, or descriptions that are most usefully seen by your reader as a complete
list. For busy readers, bullets and headings make skimming your memo easier and allow readers to
find the essential points.
4. Why should you be careful about using humour in memos?

one needs to be careful while using humor because not all jokes are funny. There are certain
boundaries and one must be careful not to cross this boundary through humor because it will be
offensive.

2. Decide whether to send a memo or a letter for each of the following

situations. Circle – Memo– or – Letter– to indicate your choice.
1. You are a manager. You want to inform your group of the agenda for an upcoming project status
meeting.
Memo
Letter
2. You work for Beta Software, Inc. You met a potential customer at a recent computer show. You want
to remind this person that you met, and tell her a little more about your products.
Memo
Letter
3. You are writing a 150-page five-year plan for your department. You need to tell someone in the
desktop publishing department at your company about a design change in the document.
Memo
Letter
3. Memo to request information.
Procedure:
Read the situation below; then, write a memo using the writing guideline.
Situation:
You and your partner are students in sociology and have decided to do a paper on the working
habits of the people in the company where you work part-time as a receptionist. You are particularly
interested in knowing whether the employees often work overtime, whether they often take longer
lunch breaks, and how they feel about management. Write a memo requesting that the employees
fill in a short questionnaire which is attached to your memo.
Writing Guideline:
Discuss the answers to the following questions with your partner:
1. What is the information you need?
a. Their opinion about management.
b. about the time they worked as employees
c. time break in the company as a receptional
2. What other questions do you want answered?
a. how do you manage part time with other activities ?

b. what is the job of a receptionist ?

c. how important is management in your life as an employee, and how does an employee manage
meal times and other hours

3. Why do you need the information? because with this information we know better about the employees
who work at the reception, this can also make a research about other needs

4. When do you need it? as soon as possible because this will help work on our paper
5. Do you have a form? Yes, of course, because with this it will be faster for employees to fill out quizzes
and calculate the numbers
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6. What is the incentive for the reader to cooperate? incentives for readers of course they get new
knowledge and get the results of their research which they can later use in the future
Now, write out the memo, paying attention to verb forms, sentence
structure, spelling and punctuation.
TO:
all reception staff
FROM:
Azizah and Aldi as student sociology Indonesia University
DATE:
January, 14, 2023
SUBJECT:
Request Information
Dear All staff Receptionist
as a staff in a company working in the reception area. how do you manage part time with other activities
? what is the job of a receptionist ? how important is management in your life as an employee, and how
does an employee manage meal times and other hours?.
4. Memo to apologize.
Procedure:
Read the situation below; then, write a memo using the writing guideline.
Situation:
You are responsible for the technical support service at the company you work for. One of the
accountants at the company has asked you to set up an overhead projector in the conference room on
Thursday afternoon. You have asked your assistant to take care of this. Thursday morning, while
you– re at a showroom, your assistant calls in to say that he won– t be in the office today because of
an illness in the family. Thursday afternoon the accountant comes to see you and is furious. You
immediately set up the equipment she requires and then go back to your office to write
a memo of apology.
Writing Guideline:
With a partner, discuss your answers to the following
questions:
1. What positive action will you have to take to make sure that thissituation wont reoccur? make an
apology and evaluate yourself so that in the future it will become an evaluation not to do it again

2. How are you going to apologize to the accountant? I'll give you the apology memo as well as see the
accountant

3. Briefly, yet as completely as possible, explain how the mistake

happened. ? at that time my assistant, I ordered to install the projector
but he did not come because he was sick the error occurred as a
result of me handing over the task to someone else resulting in
negligence that harmed the accountant

4. What can you say that will make the accountant feel good? I will apologize and say this is my
irresponsible negligence, for the future and all events that will work together I promise not to repeat it

5. Once more, assure the reader that this wont happen again. I assure and promise that this will not
happen again in the future

Now, write out the memo, paying attention to verb forms, sentence
structure, spelling and punctuation.
TO: Mr Accountants of Company A
FROM: Mrs Manager of Company A
DATE : August 14, 2023
SUBJECT : Business Aplogize
Dear Mr Accountants
first of all I am very sorry because this has happened, I as the manager really apologize that because
this happened there is a responsibility that has not been carried out. I really apologize for all mistakes
at that time my assistant, I ordered to install the projector but he did not come because he was sick the
error occurred as a result of me handing over the task to someone else resulting in negligence that
 FARID MAULANA 221410151 EKIS 2E

harmed the accountant.

I assure and promise that this will not happen again in the future

Sincerely,
Mrs, Manager

REPORTS

Look at the following report which was written after receiving the above memo from the MD. Do you
think the report is what the MD asked for? How effective do you think the report is? Describe what you
find good and what you find bad about it.

REPORT ON COFFEE-MAKING AND BREAKS

«It is very interesting that the coffee-making habits of our employees have been noticed by other people
in the company. It appears as if the time taken up by the making of coffee could be put to more
productive use. We have also known for several years that there have been a number of problems
connected with the motivation of our workforce, but the role played by coffee-drinking has so far not
been clarified. In one or two departments, staff seem to talk about nothing else but coffee breaks: how
long is it till the break, whose turn is it to make it, etc. This unfortunate development has been discussed
with the heads of department in my division on several occasions. They believe the subject of automated
coffee machines, one for each department, for example, is not very popular with a large number of staff.
The staff think that the company would be trying to make money out of them. So I think that there is a
grave danger that the actions of the management could be misunderstood. Nonetheless, I feel that we
should try and limit the coffee-breaks. We should try to prevent the staff from gathering round the coffee-
making area and chatting for so long. I wonder if you have heard of the experience of our American
sister company. They have central coffee– making facilities for all the divisional offices. This is then
brought to the staff at their desks. In this way there is no need for a break. In theory this is surely one
way of making working time more efficient.»

***
Work in pairs. You probably agree that the managing director– s intentions were unclear. What kind of
report you write depends on how you interpret the memo.
***
A REPORT
Imagine that your managing director has asked you to investigate the health and safety provisions in
your company– s office. These are the notes which you have taken, together with the recommendations
which you were asked to make. Expand the notes into paragraphs and write a report to your MD.
Begin your memo like this:
To: Ms Renoir, Managing Director From: (your name)
Date: March 12, 1997
Office health and safety provisions
As requested by the managing director on 30 March 19xx, I have investigated the problems which have
been raised concerning office health and safety. In particular, I was asked to talk to ..
My tasks were (1) to speak to office manager and union representatives about how accidents or job-
related illnesses happened and (2) to make recommendations on how best to improve situation.
Results of studies:
□ faulty equipment – lack of serving facilities probably responsible in two cases
□ in several cases safety regulations not followed
□ new staff ignorant of departments– health and safety procedures In study all past year job – related
illnesses reported.
Also had meetings with union reps and office managers about what to do.
Recommendations / Proposals:
1. Should clearly display safety regulations in canteen and main offices.
2. New staff need informing about safety regulations and policy.
3. Personnel Manager responsible for instructing new staff on procedures for handling office equipment
and for securing electronic and mechanical machinery.
4. Should practice first-aid drill at least once every 6 months.
5. Union suggested replacement of substandard furniture and
equipment, especially:
1) old fashioned screens-cause (eyesight problems)
2) carefully check office lighting (staff complaints of
headaches)
 FARID MAULANA 221410151 EKIS 2E

3) to have chairs with full back supports – many staff

complaints of backache.

More Practical Assignments on Office Writing

1. Announcement.
TO: All Personnel
FROM: George Hart, President
Date: April 3, 199X
SUBJECT: The New
Executive Vice-President
We are pleased to announce the appointment of Ms. Roberta Jenkins to the position of executive vice-
president. Ms. Jenkins has been with ESCO for eight years, first as assistant manager of marketing and
then, for the past five years, as manager of marketing. She attended Baruch College and Pace
University, where she earned a master– s degree in business administration. I– m sure you will all join
me in extending hearty congratulations to Ms. Jenkins and best wishes for her future here at ESCO.
Design an announcement about some event in your office.

TO : All Personnel
FROM : Pandeglang, Banten
DATE; August 17, 2019
SUBJECT; The New Managers
We are pleased to announce the appointment of Ms. Reina Putri for the position of new managers .
Ms. Jenkins has been with our company for ten years, first as a finance staff then Mrs. Reina has
always dedicated herself to her work and then, five years back, she was appointed as assistant
manager and today welcome Mrs. Reina she will be the manager of our company . He attended
President University, where he earned a master's degree in business administration. I'm sure all of
you will join me in extending my heartfelt congratulations to Ms. reina and best wishes for her future in
our company.

2. Compare the two messages.

A LETTER
Dear Sirs,
I will be attending the American Philatelists– Convention during the week of June 29, 199X, and would
like to reserve a two-room suite with bath. I will arrive in Fordham at approximately 4 P.M. on June 29
and will be staying for five days. I would appreciate your confirming this reservation.
Sincerely yours,
- Long message
- Letter head
- Salutation opening dan closing
- Opening in body message
- Writers address
A TELEGRAM
Reserve 2-room suite bath June 29 to July 3. Arriving 4 P.M. Confirm.
- Short Message
- Nothing letter head
- Nothing salutation
- On point
- Nothing writers address
3. You will be visiting an old friend in Chicago for a few days. Prepare a telegram informing him
that you will be arriving at O’ Hara International Airport on Trans World Airlines fligth 772 on
Tuesday, March 3, at 11 in the morning.

- Arrive at o hara international Airport, Tuesday, march 3. At 11 am. Fight 772

4. Revise the following letter so that it may be sent as a telegram:
Dear Sirs,
Our Purchase Order 8033, dated April 9, 199X, for three dozen pairs of gardener– s gloves, has not
yet arrived. If the order has not already been shipped, we would like it sent air express because our
stock of gloves is nearly depleted.
Yours truly,
 FARID MAULANA 221410151 EKIS 2E

- Three dozen pairs of gardeners gloves, sent air express at April, 9, 199X
5. Telegram
Your employer, Benjamin Da Silva, assistant vice president of the Sierf Tractor Company, is on vacation
at the Paradise Inn, Miami, Florida 33494. Suddenly, a wildcat strike is called by employees of the
assembly plant in Ronkonkoma. Company president Lena Potikian has requested all executives
and managers to attend an emergency meeting at 9 A.M. tomorrow morning.

- A wildcat strike by employees of the assembly plant in Ronkonkoma, attend an emergency meeting
at 9 a.m
Prepare a telegram to Mr. Da Silva informing him of the strike and the meeting.
6. Invitation letter
The merchants Insurance Company of Tucson is holding its annual executive banquet on
September 8, 199X, at 7 p.m. It will be held in the Gold room of the Barclay Country Club, 700 Country
Club Road, Tucson, Arisona 85726.
Design a formal invitation which the company can send to all its executives. Include a request
for response by August 24th.

Road os street
Reynaldi, Bandung
july 18, 2009.
The merchants
Insurance compani
Jakarta.
Invitation Letter
Dear All the merchonts.. we are plased and honored to Invite you to the annual exsecutive banquet at
the Gold room of the Barclay Country club. 700 country club road. Tucson, Arisona 05326 on
September 8. 199x it is a privilage. to have you with us at this special occasion The event will kick off
at 2 pm. we genuinely hope. you. honor us with your presence. Should you accept our Invitation. We
kindly ask you. to this letter by August 24th 199x. latest. to reply looking forward to your acceptance
and to enjoying. a exsecutive banquet with you.

Sincerely,
Reina Putri
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