Assingment 2

Find the definition & the function of the following letters

1. Inquiry letter
2. Order letter
3. Complaint letter
4. Application letter
5. Memo

Find the example of those 5 Letter

Answer 

1. Inquiry Letter

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 Sample

People for Animals (PFA)
# 11, Sector 11 A
Chandigarh – 160011
Tel: 7442000, 9324329
Fax: 7442099
Email: support@pfa.com

December 22^nd, 2012

Pai Tailon
Managing Director
International Fund for Animal Welfare (IFAW)
290 Summer Street
Yarmouth Port, MA 02675
United States

Dear Mr. Tailon:

People for Animals (PFA) seeks support of $ 6,000 from the International Fund for Animal Welfare (IFAW) for medicines, food items, maintenance, project support, publicationssupport etc. for our ongoing ‘Dog Sterilisation Campaign’.

We are grateful for the support we received from the International Fund for Animal Welfare (IFAW) in the year 2000 for ‘Save the Sparrows Campaign’ and PFA considers the ‘Dog Sterilisation Campaign’ may be of comparable interest to your foundation. As conservation supporter all over the world, the campaign is very much aligned with IFAW’s consistent mission in preserving and saving the natural world through education, project funding, preventing poaching by generating jobs for those dependent on forests and many other which deserve a credible applause.

PFA was established in 1997 and has been actively promoting welfare activities for animals in almost all states of India.

Some of our activities include:

• Sterilisation
• Rehabilitation
• Endangered Animal Protection and Breeding
• Treatment of Sick and Injured Animals
• Organising Awareness Campaigns
• Animal Shelter
• Animal Hospital

Some of our Achievements

• Number 1 NGO for Animals in India 2011
• Recognition from WSPCA for outstanding achievement 2009, 2010
• 3^rd Popular Animal Welfare Organisation in Asia (wildlife weekly 2010)

The campaign for which we request funds will benefit both the Dogs and People of Tricity - Chandigarh, Mohali and Panchkula.

Benefits

• Prevention of increase in Dog Bites among the residents of Chandigarh, Mohali and Panchkula
• Control of booming Dog population
• Decrease in cruelty towards Dogs
• Maintain harmony among humans and dogs
• Maintaining a proper record of dog population
• Dog behaviour awareness through school visits, college visits and community through various audio-visual means

The campaign has been projected for a span of 3 years and requires 50,000$ to fully achieve the above mentioned benefits. We are short of exactly 18,000$ for which we have requested other organisations. While we expect 6,000$ from your side but would be highly obliged if granted the whole amount.

We invite you to visit our office or call us at 7442000, 9324329 between 8AM to 5 PM within a week from the receiving date of this letter. We will arrange for your visit, stay and food without any charges. We will be glad to submit a full proposal with additional information for your further review.

Thanking you.

Sincerely,

Maenka Mishra
Founder & Manager
People for Animals (PFA)
Personal Contact – 097239856
msihmaneka@pfa.com

2. Order Letter

      a letter of order is a document that confirms the details of a purchase of goods or services from one party to another. It usually includes more information about what you are ordering, like quantity, model number, or color, the payment terms, and the matter in which the products are to be shipped. When the recipient receives this letter, they will process the order and send the merchandise.  

Order Letter Definition 

       An “Order” is an expense for the person placing the order and an income for the one getting it. But this is not all. The company that bags the order has to fulfill lot of commitments to ensure that it has a satisfied customer, which can be an individual or another company. Timely delivery of the order, quality of delivery and after sale service – are all part and parcel of getting an order.

      An Order Letter is the one that is written by the person/company placing the request of purchase from another company. This letter comes into action only when a detailed study of the desired product has been done in the market and based on promised service, quality and price of the product, a decision for a purchase has been made.

     An Order Letter should be drafted very carefully as it needs to pen down all the terms and conditions of the purchase for the benefit of both involved parties. It should have details such as product specifications, quantities, price agreed upon, delivery date, late delivery clauses, etc. It should be addressed to the person responsible for the execution of the order with a copy to the head of department. Since it is totally an official letter it should be typed. 

Order Letter Sample

Mancini Kitchen Equipment

Troy D. Mancini

4220 Straford Park
Harold, KY 41635


Dear Mr. Mancini,

We would like to purchase twenty two (22) individual stand mixers (Model #43423), all in the color red.

 We would like you to charge this purchase to the preexisting account that we have with you, business account #543234.

We hope to receive this order no later than Friday, November 11th, 2009. Attached to this letter please find our preferred shipping method and receiving address.

Please confirm that you received this order by calling us at 232-231-4563 anytime during business hours, Monday to Friday.

Thank you for your cooperation

Keller Kitchen Co.

3. Complaint Letter

Letter of Complaint - Definition

A letter of complaint, or complaint letter, is normally written to deal with a problem situation when other attempts (i.e. phone contacts, e-mails, etc.) have failed to rectify the situation.
The complaint letter formalizes a problem situation by putting it into writing and is usually the last resort to try to get a situation resolved.
Properly written complaint letters can be very powerful and almost always get results, making them worth writing. To read an article on the subject of writing effective complaint letters,
Note: Although complaint letters can be written for business situations (and often are) the typical complaint letter involves a personal situation; i.e. when a letter of complaint is written by an individual to a business or another person. 

Complaint letter sample

4739 French St.
Tampa FL 33660

July 18, 20xx

Mr. Kevin McManus
National Manager, Customer Service
Energy Corporation Inc.
Heritage Building, Suite 200
795 Foundation Dr.
New York, NY 10014

RE: EnerCorp Credit Card: 263 181 869 3 900XX

I had been an EnerCorp credit card holder for the previous ten years. Before that, I was a Texacana card-holder for over 20 years. I seem to recall that when EnerCorp took over/bought out Texacana ten years ago, the switch of companies/credit cards was handled smoothly and seamlessly. I wish the same was the case ten years later when EnerCorp recently transferred its credit card operations to NYBank.

I was well aware of the impending changeover to NYBank a couple of months before it happened. I had received a notice of the planned change in the mail, and it was discussed often at my local EnerCorp station when I paid for my gas (with my EnerCorp credit card). More than once, I inquired, and was assured that I would receive a new credit card in the mail before the April 27th deadline. Unfortunately, that did not happen. April 27th came and went, without me receiving a replacement card, or even an application for a new one. Apparently, I am not the only one that this happened to.

After realizing that I was suddenly without a gasoline credit card, after 30 years with one, I called a couple of your 1-800 numbers and I was advised that I would have to re-apply for a credit card with EnerCorp via the NYBank. Incredible as this seemed, I requested an application and one was sent. It appears to be the same kind of application that one fills in after walking in off the street. The fact that I had been a credit card-holder with EnerCorp (and its predecessor Texacana before that) for some 30 years in total, did not seem to cut any mustard with you people, or your friends at the NYBank.

It is hard to believe that companies are still doing business this way in the year 20xx. Have you people (or your colleagues at NYBank) ever heard of the concept of MVC (Most Valuable Customer). Just in case you aren't familiar with this approach, the MVC is the customer that you already have (i.e. me). Normally, these are the customers you don't want to lose. After all, research has revealed that it will cost you seven times as much to find a new customer as it does to keep an existing one (i.e. me). What about current "customer-centric" concepts such as One-to-One marketing? Or, have you ever heard of customer relationships management (CRM)?

For your information, about two years ago American Hardware transferred its credit card management program to Master Card and it was absolutely transparent to American Hardware card-holders who simply received a replacement Master Card before the American card expired. Maybe you should have consulted those companies.

In closing, would you please advise me as soon as possible if EnerCorp (now via NYBank) is still interested in doing business with me, or if what has happened here is your not so subtle way of telling me to do my gasoline business elsewhere.

Sincerely,

John Swetnam, M.B.A.

4. Aplication Latter

 

Application Letter is a letter written for a variety of purposes in our day to day activitieswhich can be domestic or professional. It is a liability conferred upon the sender by an authority. In such a liability the sender is expected to explain, inform/pre-inform the authoritative receiver about particular ongoing/upcoming activities, events, process or procedures. It is also a written request when written for assistance, admission, employment, favour, information, permission, service etc. A letter of application is also an accompanying document as and when required. When it does so it is known as Cover Letter. An application letter is largely a formal type of letter as it follows a predefined format which is applicable to most type of application letters.

Types of Application Letters

• Application letter for teachers

• Application letter resume

• Bursary application letter / application for grant

• Business application letter

• Internship application letter / application letter for internship

• Job application letter / application letter for job

• Leave application letter

• Loan application letter

• School application letter

• Scholarship application letter / application letter for scholarship

• Visa application letter

Often you will come across information that limits the meaning of application letter to that of just a cover letter. But the multipurpose role of application letter makes it meaning broad and in that sense it also a request letter and an inquiry letter. Varied practices across the globe and the prominence of same type of information related to application letter does not let it come across as any other type of letter. For most of us, the internet is the final or ultimate source of information. Search for the term ‘Application Letter’ on the internet and you will come across information which is indecisive.

Many confirm letter of application as same as a cover letter while some disagree. But the truth is mentioned in the above paragraph. To confine application letter to cover letter is to limit its definition and propagate misunderstanding. Towards this effect, let us go through an example. You want certain holidays from your college and you write a leave application letter to the principal. This letter is an application of request. Similarly, when you need to get a new account passbook issued from the bank you are requested to write a letter. When you want a loan from a bank, you apply for it by an application letter. These and many more point out to the varied uses of letter of application.

Application Letter Sample

Techonkreet Techno
Sg Ramal Luar
43000 Kajang
Selangor, Malaysia

Date – 23^rd December, 2012

Sub: Application Letter for job with reference to Advertisement in Daily, 29^th Dec, 2012

Dear Sir / Madam,
     This is in response to your advertisement ‘Required Graduates in any discipline’ for office work’ published in the Daily on 29^th December 2012. I am interested in applying for the aforesaid.

I am Ms. Irine Abang, 36 years old, graduate from Selangor University batch of year 2000. I have worked for High Climb and Make Stock under the position of adviser. I am willing to attend for interview, test and relocate as per your convenience. I hope, I will be considered for your company’s employment. I have enclosed a copy of my C.V. and experience certificates for your review.

Your assistance and attention to this application is highly appreciated.

Thank you for your time.

Looking forward to hear from you.

Respectfully Yours,

Irine Abang
Lot 318, Jahlan Muhibbah
93400, Kuching
Sarawak, Malaysia
Phone - 802 – 418705
abngine@sel.com

Encl: Photocopy of C.V.
          Experience Certificates

5. Memo

Definition:

A short message or record used for internal communication in a business.

Once the primary form of internal written communication, memorandums (or memos) have declined in use since the introduction of email and other forms of electronic messaging.

Memo Sample

Gafargaon Municipal Office

Gafargaon, mymensingh

Interoffice Memo

Date          : 21 August, 2014

To             : Upzila Nirbahi Officer

                  Gafargaon, Mymensingh

From         : Kayser Ahmed Chowdhury, Mayor

Reference  : 306/ UNC

Subject      : Request for Proper Distribution of Relief Goods

We came to know that the relief goods sent from the Prime Minister's Emergency fund are not being distributed properly. Instead of the real flood victims, the relief goods are going to the influential who are not all flood-affected

We hope that you will direct the authority concerned to investigate into the matter and ensure proper distribution of the relief goods

 

 

Source ;

http://letters.targetstudy.com/inquiry-letter/
http://letters.targetstudy.com/fund-inquiry-letter.html
http://habibie16.blogspot.com/2013/10/inquiry-letter-order-letter-definition.html
http://www.writinghelp-central.com/complaint-letter-samples.html
http://www.writinghelp-central.com/complaint-letter.html

http://letters.targetstudy.com/application-letter/

http://letters.targetstudy.com/application-letter-for-any-position.html

http://grammar.about.com/od/mo/g/memoranterm.htm

http://dailyenglish24.blogspot.com/2013/09/memo-letter-example-sample.html