WRITING EFFECTIVE BUSINESS LETTERS

In order to be well on our way to write effective business documents, we can follow these three tips: be active, be breif, and be clear. Be Active As we write business letters, generally we should use active rather than passive constructions. The active voice is stronger than the passive, and it therefore produces more powerful sentences. If the subject of the sentence is the person or thing doing the acting, then the verb is in active voice. If the subject of the sentence is the person or thing receiving the action, then the verb is in passive voice. The passive form is less direct and is usually wordier than the active voice. Moreover, with the passive voice it is easy to make the actor anonymous and thereby avoid responsibility; this is an unfortunate and all-toocommon practice in business communications.

Be Brief It is suggested that we write business letters concisely. we may not let our message get buried in long sentences or paragraphs of text. We should keep the readers interest by keeping our comments brief and to the point. Then, we should limit paragraphs to one idea each, particularly in letters, memos, e-mails, and the like. To help readers grasp main ideas quickly and easily, we can begin each paragraph by stating the main point or purpose of that paragraph, and follow this first sentence with supporting points or additional information. As we write business letters, we should whittle down our text whenever possible; we should use a sentence rather than a paragraph, a phrase rather than a sentence, and a word rather than a phrase when we can do so without losing meaning. We should avoid wordy phrases such as due to the fact that; but we should use because instead, for example. Also we have to check for repetitious or superfluous information that can be deleted. See the example below: 1

Not:

In spite of the fact that the deadline has been extended, we will still hold a meeting this morning for the purpose of discussing the estimated costs.

But:

Though the deadline has been extended, we will still meet this morning to discuss the estimated costs.

Be Clear When we write business letters, we should use clear, simple words; avoid adorning our writing with flowery, pretentious language. Though it is all right to include a seldomused or high-level word every now and then, for most audiences, this should be the exception rather than the rule. We dont want our readers to misunderstand or to think we are talking above them. Jargon (technical or highly specialized terminology) is notorious in some sectors of the business world. It has received a bad rap, and largely for good reason. Because such language tends to be exclusive, it is usually best to simply avoid jargon. If we are writing solely to others in our profession, including industry acronyms and abbreviations and other jargon may be appropriate, but still we have to use caution. In cases where jargon is used solely for euphemistic reasons, as in the example below, it should be replaced with more direct, clearer language. For an example, see below: Not: But: Next week, the company will begin redundancy elimination. Next week, the company will begin laying people off.

After we have finished writing our document, we have to read it over to make sure that it makes sense and that there is no necessary information that has been omitted and no gaps in logic. Readers should be able to easily grasp what we are telling them or what we want them to do; we should do the work so that they dont have to. For longer or more complicated documents, it is always a good idea to have someone else read over our draft before we submit it to make sure that it is clear and that it contains all the information that it needs to (and omits information that it doesnt).

Job Application Letter

Before discussing the Job Application Letter, it will be much better if you know and understand the general rules of writing it. It has been widely understood that a potential employer's first impression of you (as job applicants) is your application letter. This is because it will be able to introduce you and your curriculum vitae or resume. The stark reality is your curriculum vitae or resume may never be read without its being accompanied by a professional application letter. Without it, you might never receive a callback. Here are the things to remember: The purpose of an application letter is to get your curriculum vitae or resume read. The purpose of a curriculum vitae or resume is to get an interview. The purpose of an interview is to get a job.

Application letters carry more weight than curriculum vitae or resume Your application letter is a sales letter. It sells your curriculum vitae or resume; therefore it sells you. A common mistake made by job hunters is either neglecting an application letter with their curriculum vitae or resume or writing a poor application letter. Application letter tips The following are some general rules of writing an application letter. However, you may have some changes. Here are some basic things to know about and include in your application letter : Write the application letter on white bond paper. The application letter should be only one page in length. Your application letter heading should be identical to your resume heading. Headings should include your name and contact information. Use a business format for dating and addressing our application letter to the

appropriate person. List his/her correct position. For an example: "Mr. Ronald Jones, director of personnel." 3

 Your application letter salutation should be "Dear Mr. Jones:" or "Dear Mrs. Smith:". If you do not know the marital status of a female interviewer, the safe salutation is "Dear Ms. Smith:". Then, use a colon after the name and not a comma. An application letter is a business letter. That is why, use formal block (not indented) paragraphs with spaces in between.

Your application letter should consist of three paragraphs (as stated before, you may have some changes as needed): 1. Application letter introduction paragraph State the position you are applying for. State why you are applying and how you learned about the position. If you can, drop a name. (Be sure you have permission.) Do a little research and say something about the company. Say that you are a strong candidate because of your qualifications, education, experience, interests, etc. 2. Application letter job-matching paragraph Now briefly expand on your qualifications, education, experience and interests, especially those that match the employer's needs. You want to appear as the perfect applicant. Additionally, application letters should call out other key parts of your curriculum vitae or resume that you want the employer to notice. 3. Application letter "close" paragraph

Close your application letter with a bold statement that you are a strong match for the job position. State that you are looking forward to meeting with him/her. Take the aggressive: Say that if you don't hear from him/her in 7-10 days, you will follow up. End your application letter with: Sincerely, 4

(four returns-hit the "enter" key four times) (your name) As stated before that there are many ways to write job application letters. The following are the samples of application letters followed by some explanations, especially on the layout and on the contents of each sample. Study the Sample 1 Jl. Gambuta H 9 Tidar Permai Malang, 65146 kiki-np@yahoo.co.id January 20, 2008 Human Resources Manager PT Karya Abadi Jl. Ir.H Juanda Kav. 17 18 Jakarta Pusat Dear Sir: I am writing to apply for the position of manufacturing engineer that was advertised in yesterday's Jakarta Post. As you will note from my enclosed resume, I have experienced with a wide range of programming languages through academic projects and part-time employment. I have demonstrated excellent skills in addition to strong writing and analytical skills. I believe my education, skills and experiences fit your requirements, and I am confident my skills would be an asset to your company. I am available to meet with you at a time that's convenient to you. Please contact me to set up a time. I look forward to hearing from you soon. Faithfully yours, your signature (not needed when sending via e-mail or for online job applications) Rizky Nourma Putra (0341) 568684 / 08562278490 Your home address can be written on the right or left top of the paper. In this part you may write not only the street and the number of your home-address, the city and its code but also your telephone number; even you may write here your e-mail. 5

 The date when you write the job application letter should be placed under your home address. The ways to write it are as follows: January 20, 2008 January 20th, 2008 20 January 2008 (without comma)

If the date is after the 12th of the month, you may write the month in figures, such as 13 07 2008 07 13 2008

But if the date is before the 13th of the month, it is not allowed to write the month in figures. This is to avoid misunderstanding, for example when you write 10 02 2008

It may mean October 2, 2008 or February 10, 2008 The inside address or the adressee can be written under the date when you write the job application letter. It can begin with the name of the company or directly to the manager, such as Human Resources Manager or Personnel Manager, or to the department, such as Recruitment Department or Personnel Department. Of course this part must also contain the companys address (the street, the number, and the city where the company is situated). In addition, if the job application letter is sent abroad, then the country where the sender lives must be included. The salutation is written under the inside address or the addressee. If the the inside address is written as follows Recruitment Department or Personnel Department, then the salutation is written like Dear Sir (without s). However, if the inside address is written directly using the name of the company, such as PT. H.M.Sampoerna, then the salutation uses Dear Sirs (with s). 6

 The first paragraph of the job application letter above contains the information which is relevant to the description of the advertisement of the position that you are applying for . So, show the skills and expertise that you have that match the description of the job you are applying for. Besides, it also contains the source where you got the information about the vacancy, i.e. the advertisement you have read. You may state your qualifications which you think are important to tell to the company you are applying for in the second paragraph. The third paragraph may contain your available time which can be used by the company to test and/or interview you. Note: If the advertisement you are applying to asks for your salary expectations, it is suggested you add a sentence in your job application letter that your salary expectations are "negotiable" & to be more prepared for salary negotiations. Keep in mind that the above sample of job application letter is only a sample and it should be personalized for each job, company & person you are applying to. The following is another sample of job application letters. Study the Sample 2 The following sample of the job application letter has different contents compared to those of the previous one. As stated in the explanations above that the qualifications of the applicant are written in the first and second paragraphs but not in the second sample of a job application letter below. Instead the qualifications of the applicant are stated in the third paragraph. In order to get a better picture of the whole contents, please learn the following sample.

Jl.Gambuta III / H 9 Tidar Permai Malang 65146 September 27th, 2007 HR Manager Save The Children Brawijaya VIII No. 7 Kebayoran Baru Jakarta Selatan Dear Sir: I was very interested when I read your advertisement in Jawa Pos dated on September 24th, 2007 saying that youre offering a job as The District Officers in your office to the people who have graduated from educational study, have 2-4 years experience in planning, establishing, running, and supervising a non-formal education, and in providing technical support for education program, have communication skills, organizational and management skills, are computer literate, and able to work comfortably and effectively with or without supervision. I am twenty eight-year- old, male, married, in good health , graduated from the English Department of State University of Malang in 2003, the S-2 Program of English Language Education of Islamic University of Malang in 2005 with GPA 3.73 and have been teaching English in the State Polytechnic of Malang since 2005. If you want to know my character and ability, you may contact the following people, who have known me for at least two years: 1. Drs. Saleh Al-Baithy Director of Central Service Network Brawijaya University Malang Jl. Veteran 12 Malang 2. Ir. Budi Cahyono Director of State Polytechnic of Malang Jl. Veteran P.O.Box 04 Malang Finally , I hope you will be interested in having an interview with me. Faithfully yours
your signature

Drs. Fariz Nourma Putra, M.Pd

The way to write the home address, date, and addressee can be seen in the explanations above. The following is only discussing the contents of the job application letter: The first paragraph of the job application letter above contains your interest in the job offered, the source (Jawa Pos requirements needed: dated on September 24 th, 2007) where you got an information that the company you are applying to needs an employee, and the

have graduated from educational study,

have 2-4 years experience in planning, establishing, running, and supervising a nonformal education, and in providing technical support for education program, have communication skills, organizational and management skills,

are computer literate, and able to work comfortably and effectively with or without supervision

The second paragraph of the job application letter above tells what you are starting with your age, sex, marital status, health condition, and your qualifications which can fulfill the requirements needed as mentioned in the previous paragraph, i.e.: graduated from the English Department of State University of Malang in 2003, and the S-2 Program of English Language Education of Islamic University of Malang in 2005 with GPA 3.73 have been teaching English in the State Polytechnic of Malang since 2005.

The third paragraph of the job application letter above contains the name, position, and office address of the people who give you a letter of recommendation. The fourth paragraph of the job application letter above contains your hope that you are expecting to have a job interview. The following sample has a different form and contents. 9

Aulia Nourma Putri, SS Jl.Gambuta III H 9 Tidar Permai Malang, 65146 July 1st, 2007 Prof. Dr. Mudjio Rahardjo Islamic University of Malang Jl. Gajayana 104 Malang Dear Mr. Rahardjo, Vacancy Ref No EE/UN111 I should like to be considered for the post of Bilingual Administration Assistant as advertised in Jawa Pos. Currently I am studying at the S-2 Program of The English Education of State University of Malang. Hopefully, I will have graduated by the end of this semester. I am presently employed as a part-time administration assistant in an academic department within the University. This post involves compiling letters and reports using Microsoft Word and Excel. I am also responsible for the distribution of internal post within the department, and other related office duties. Studying for a degree and working have made it necessary for me to learn very quickly how to prioritise tasks, and have instilled in me the need to remain flexible. I have had to be highly organized in order to meet tight deadlines both at work and study. I feel that I would be able to offer the position advertised a great deal, as along with my 18 months of administration experience, I speak and write fluently in English and can converse in Arabic. I would appreciate the opportunity to discuss this with you further, and look forward to hearing from you soon. Yours sincerely, your signature Aulia Nourma Putri, SS

10

The sample above includes the name of the applicant before the home address. The letter is addressed directly to a certain person who will employ the applicant. If the addressee is the name of the employer, then the salutation uses Dear Mr. / Mrs. + his / her second name (Mr. Rahardjo not Mr. Mudjio). This letter has a vacancy reference which is put under the salutation. The first paragraph contains the applicants hope. The second and third paragraphs tell what the applicant is doing at present: studying at the S-2 Program of The English Education of State University of Malang working as a part-time administration assistant in an academic department within the University with the duties of: compiling letters and reports using Microsoft Word and Excel distributing the internal post within the department, and doing other related office duties.

The fourth and fifth paragraphs try to convince the employer that the applicant is the right person to be employed. The sixth paragraph contains the applicants hope to be given an opportunity for the employment. In addition to the explanations above, here are some useful key phrases to use in your

own application letters. Useful Key Phrases I am writing to you in response to your advertisement for...

As you can see from my enclosed resume, my experiences and qualifications match this position's requirements. I would like to point out... immediately upon the return. During ...., I improved (furthered, extended, etc.) my knowledge of..., I look forward to an opportunity to speak with you in person. (OR to speak with you personally)

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Exercise 1: 1. Study the following sample of application letter (sample 1). Then, describe the content(s) of each paragraph found in the letter. Sample 1 Gambuta III H 9 Tidar Permai Malang, 65146 Malang, April 19, 2008 Mr. Bob Subianto, SH.,MH., PhD. Personnel Manager Importers Inc. Jl.HR Rasuna Said Kav. 13 15 Jakarta Selatan Dear Mr. Subianto: I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which appeared in Kompas on Sunday, April 15. As you can see from my enclosed resume, my experience and qualifications match this position's requirements. I especially would like to point out that I graduated Cum Laude from The University of Indonesia and was hired directly upon graduation due to my expertise in port authority regulations. During the four years that I worked for Maria and Co., I furthered deepened my knowledge of the fast changing regulatory laws in our country. My employer also thought highly enough of my abilities to promote me to head legal researcher after my first year of employment. I look forward to an opportunity to personally discuss the position with you. I will be ready to have a job interview by the end of this month. Sincerely, your signature Akbar Nourma Putra Enclosure 12

2. Read the following sample of application letter (samples 2). Then, describe the content(s) of each paragraph. Finally, compare it with the sample 1 above to find the difference(s) and the similarity(ies). Sample 2 Jl.Wonorejo 66 Arjowinangun - Malang March 28, 2008 Ms. Dian Arum Director of Human Resources ABC Corporation Jl. Menur 12 - Kebayoran Lama Selatan Jakarta Selatan, 12100 Dear Ms. Arum: I am interested in applying for the sales representative position recently advertised in Kompas. The skills that I have developed from internship experience and academic background support my strong interest in a sales career. As you can see from my rsum, the internship I had with XYZ Corporation provided an opportunity for me to gain practical experience with account maintenance and cold-calling accounts. In addition, I have worked in the retail field throughout college and have learned how to effectively deal with customers and their demands. I have even been formally recognized with the Employee of the Month award. Ever since I decided to pursue a sales career, ABC Corporation has been at the top of my list of prospective employers. Your company is clearly the market leader in construction products, as evidenced by the Corporarion Top 100 distinction. I would very much like an opportunity to speak with you regarding the sales representative position. I will be ready to discuss my qualifications for the position with you late next week, or you can reach me in the meantime at (0341) 568684. Thank you for considering me for this position. Sincerely, your signature Maria Ulfa Enclosure 13

Exercise 2 Write a job application letter based on the following advertisement Your job application lettter must contain: Your home address The inside address (see the advertisement) The date (when you are writing your job application letter) The salutation The body of the letter containing: your interest, source, requirements, your qualifications, reference, closing sentence. An outstanding foreign company is going to open its branch offices in Indonesia. We need some professional civil engineers with the following qualifications:

1. The applicant must be a graduate from at least Diploma III of Civil Engineering Polytechnic. (Imagine that you had graduated from D-III of Civil Engineering Polytechnic ). 2. Not older that 24 years by the end of this year. 3. Fluent in English and Japanese. 4. Dedicated and energetic. 5. Willing to be placed in Denpasar Bali or Lombok. 6. Understand Word, Excel, Power Point, and Auto-Cad 7. Her / his GPA is > 3.00. The application letter must be sent not later than August 15th , 2008 to: NOURMA & SONS CO.LTD Jl.Tengku Umar 25 Denpasar Bali Bali Post, June 30th 2008 14

Curriculum Vitae / Resume

This book provides an overview of strategies for writing an effective curriculum vitae / resume. This topic is particularly important for graduate students who are entering the job market for the first time. What is Curriculum Vitae ? Curriculum vitae (CV) is, as its name suggests, an overview of your life's accomplishments, most specifically those that are relevant to the academic realm. Curriculum vitae is a living document, which will reflect the developments in a scholar/teacher's career, and thus should be updated frequently. How is Curriculum Vitae different from Resume? The most noticeable difference between most CV's and most Resumes is their lengths. Resumes are usually limited to a page. CV's, however, often run to three or more pages. A more subtle but equally important distinction is that whereas the goal of a resume is to construct a professional identity, the goal of a CV is quite specifically to construct a scholarly identity. Thus, your CV will need to reflect very specifically your abilities as a teacher, researcher, and publishing scholar within your discipline. What should you include? Your CV should include your name and contact information, an overview of your education, your academic and related employment (especially teaching, editorial, or administrative experience), your research projects (including conference papers and publications), and your departmental and community service. You should also include a reference list, either as part of your CV, or on a separate page. Also, if you have a dossier containing confidential references available, you should mention that on your CV as well. 15

Is there a standard curriculum vitae format? One of the most important things to remember when working on your curriculum vitae is that there is not one standard format. There are different emphases in each discipline, and a good CV is one that emphasizes the points that are considered to be most important in your discipline and conforms to standard conventions within your discipline. How should you construct your work description entries? Two common strategies applied to CV's as well as resumes are gapping and parallelism. Gapping is the use of incomplete sentences in order to present your information as clearly and concisely as possibly. By using incomplete sentences here, you cut out unnecessary words and allow your reader to see quickly what you have been doing. Parallelism is also very important to a strong CV. Generally, you will want to keep the structure of your phrases and/or sentences consistent throughout your document. Thus, if you use verb phrases in one portion of your CV to describe your duties, try to use them throughout your CV. Particularly within entries, make sure that the structure of your phrases is exactly parallel so that your reader can understand what you are communicating easily. How should you write your curriculum vitae ? The CV is meant to introduce you and your background to someone who does not know you and barely has time to get to know you. It should present you in the best possible light, in a concise and well-structured manner. A regular CV for business purposes should definitely not go over one A4 page. If you intend to use it for academic purposes and not for a job, the CV can pass that limit, on the condition that you use the extra space to describe academic activities, like conferences, publications list, etc. A well-written CV shows first what is most important, but contains all relevant information. To this goal, it is advised that you adapt it to your target (specific type of job or scholarship). Cut information from your CV only as a solution of last resort, but pay attention to the order in which you present it in your CV.

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Personal details - here you should include your birth date, contact address, email, telephone number and nationality. In case you have both a permanent and study address, include both, with the dates when you can be contacted at each of them. If you are a person who has just graduated, you should start your CV with your education. Very probably, at this age it is your most important asset. It is suggested that you use the reverse chronological order, since it is more important what masters degree you have rather than that, very probably, you went to high school in your native town. No matter for which order you decide - chronological or reverse - you should keep it the same throughout the rest of your CV. Practical experience - here you should include internships as well. Don't feel ashamed with what you did, don't try to diminish your accomplishments. Accountability is an important criterion for what you write in this section. The account should show what you improved, where, by how much, what your responsibilities were. The idea is that when you apply for a job you have to show growth-potential. That is, that you proved some kind of progress from one job to another and that especially at the last one you were so good, you could obviously do something that involves more responsibility - like the job you are applying for now. The overall result should portray you as a leader, a person with initiative and creativity - don't forget you have to convince the reader of your CV that you are the best person for that job. Extracurricular activities - if you're writing a professional, and not an academic CV, this is the place to mention conferences or any other activities outside the school that for some reason did not fit in the CV so far. A good section here can help a lot towards that goal of portraying you as a leader, a person with initiative, not just a nerd with good grades. Languages - list here all the languages you speak, with a one-word description of your knowledge of that language. It is suggested to write the following scale: conversational, intermediate, advanced, and fluent. List any certificates and/or results like TOEFL or TOEIC scores, with date. Computer skills - write everything you know, including Internet browsers and text editing skills. List certificates and specialty studies as well.

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Study the following sample:

CURRICULUM VITAE
1. Name 3. Home address 4. Telephone Number 5. Sex 6. Marital Status 7. Religion 8. Nationality 9. Hobby a. b. c. d. : : : : Female / Male : Single : Islam / Christianity / Catholicism / Hinduism / Buddhism : Indonesian : 2. Place & Date of Birth :

10. Background of Study : Graduated from Elementary School ( SD .) in 1996 Graduated from Junior High School (SMP .. ) in 1999 Graduated from Senior High School (SMU.. ) in 2002 Graduated from the Civil Engineering of State Polytechnic of MALANG in 2006 :

11. Courses a. b.

Studying English Proficiency at . ( .) Learning Computer at . ( .) :

12. Job Trainings

a. .. ( ) b. .. ( ) 13. Working Experiences : a. b. .. .. :

14. Other Activities a. b.

Member of Student Body at . ( ..) ..

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Exercise Read the following application letter carefully. Then, write the possible CV of the applicant !
January 17th, 2006 Recruitment Manager Cardno ACIL Pty Ltd 854 Glenferrie Road HAWTHORN 3122 VIC Australia Dear Sirs: I was very much interested when I read your advertisement in your E-mail Address that you are offering a job to the people who have relevant postgraduate qualifications, are experienced in education planning and management and in implementing quality education standards for teachers, head-masters, and school systems as National Advisers. I am fifty year old, male, married, in good health, graduated from the English Department of IKIP Malang in 1981, from the Polytechnic Education Development Center in 1983, from the Australian Language Center in 1987, from the S-2 Program of English Language Education of Islamic University of Malang in 2005 with GPA 3.73 and have been teaching English in the State Polytechnic of Malang since 1982. Besides, I was once appointed as the Director of the Academy of Computer and Informatic Management (Pusat Pendidikan Komputer Indonesia Amerika) from 1997 up to 2000 and as the Assistant Dean for Academic Affairs of the College of Foreign Languages (STIBA MALANG) from 2000 up to 2005. In addition, I taught English in Junior High School (SMP NU Malang) from 1977 1984. In social and religious activities, I have been asked to be an academic advisor in my Elementary School (SD Islam Klojen Kidul Malang) since 1990, the head of Takmir Masjid al-Amien Tidar Permai Malang (1990 2005) and the Vice General Head of Yayasan Masjid Al-Amin Tidar Permai Malang since 2005. The last but not least, I was also chosen as the Head of Institute for Human Resources Studies and Development LAKPESDAM - DPC NU KODYA MALANG (2000 2004). If you want to know my character and ability, you may contact the following people, who have known me for at least five years: 1. Drs. H. Moh Thamrin Consultant Basic Education IAPBE AusAID PO BOX 6610 Malang Prof. Dr. H. Mujia Rahardjo, MS Vise Rector for Academic Affairs State Islamic University of Malang Jl. Gajayana Malang

2.

Finally , I hope you will be interested in having a job interview with me. If I am accepted in your office, I will take a long leave from my office. Faithfully yours Drs. Ahmad Muhammad, M.Pd

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HOW TO HAVE A GOOD JOB INTERVIEW

Be Your Best Getting ready is a big part of your interview. You will likely spend more time preparing yourself than you will in the interview. Preparing includes getting to know more about the company and the job, and being able to explain how and why you're the best person to hire. To help you study, be sure you have a Statement of Qualifications, or a basic job description. If you do not have one from when you first applied for the job, be sure to ask the person who is arranging your interview for a copy. Know the job and the organization When you wrote your CV / rsum, you did some research about the company and the job. Review it now. Answer these questions in your research:

What does the employer or company do? What's involved in the position you're applying for? What qualifications do you need for the position? What skills might the employer be looking for? Who are the customers or clients? What kind of reputation does the employer have? You'll be more comfortable in the interview if you know a bit about the company

and the position you're applying for.

o o o o

Think Ahead (Pre-Planning is Essential) What to Wear to an Interview What to Take to the Interview How to Act at the Interview Quick Tips for the Interview When you are called, confirm the interview time. Ask if there will be any test or written assignment you will be asked to do. Find out how many people will be there. 20

 Plan and rehearse your answers to the questions you expect to be asked. Memorize the training, skills and experience you have, and be ready to answer questions on what you did, and how you did it. Choose your clothes a day or two ahead, and make sure they're neat and clean. Be on time. Find out ahead where you're going and how long it will take to get there. Drive or travel the route a day or two ahead, at the same time of day as you will on the day of the interview. Confirm how often the buses run. Have a back-up plan. Set aside at least an hour for the interview. Survive the Interview - and Win! o What to Wear to an Interview What you wear can be as important as what you say. Make sure your clothes are neat, clean, and ironed, if they are meant to be. Don't turn up rumpled and untidy. Try to find out how people dress at the place you want to work, and dress the same or slightly better. Skip the perfume, cologne, or aftershave. You want to smell clean and nice, but not overpower the interviewer, or worse, upset someone with allergies. o What to Take to the Interview Carry a folder or envelope containing:

A copy of your CV / rsum for each interviewer (This is why you asked ahead how many people would be present) Copies of your reference list Paper and a pen, so you can jot down the interviewer's name, the time of any future interview, or other information you might need later Copies of letters of recommendation, if you have any

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You're On Your Way You're at your job interview. Stay relaxed and make a good impression. Here

are some suggestions to help you make sure this step of your journey gets off on the right foot.

Greet the interviewer or panel members. Introduce yourself, and shake hands firmly, without crushing anyone's fingers. Smile. A sincere smile will help to put you, and the interviewer, at ease. Stand until you're invited to sit down. Let the employer or panel members take the lead and set the tone. Make eye contact, and answer the questions in a firm, clear, confident voice. Relax and sit naturally, but don't slouch in your chair or lean on the interviewer's desk. Be prepared to tell the interviewer more about your education, training and skills, work experience, and the personality traits that make you right for the job. It's okay to ask for more explanation if you don't understand a question. In fact, it's better to ask for clarification if you are unsure than to answer inappropriately. Keep a positive attitude. At some point in the interview, you will be asked if you have any questions. This is where your research and preparation pays off. Have a couple of questions prepared that show you are interested and informed about the company, or ask for more detailed information about the position you're applying for.

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INTERVIEW PRACTICE 1. Whats your name, please ? Well, Im Rizky Nourma Putra, sir/ mam (Here, you need to mention your complete name. Dont just say Rizky) 2. How do you spell your name ? (It is not always asked but for some companies it is important in order to know your basic English) 3. Where do you live ? At Jl. Gambuta 9 Malang. (Remember to use preposition at because you also mention the number of your homeaddress. Besides, you dont necessarily say I live...., just directly say at .....) 4. Where were you born ? In Malang (Remember to use preposition in because you just mention the name of the city where you were born. Besides, you dont necessarily say I was born...., just directly say in .....) 5. When were you born ? On January 31st, 1985 (Remember to use preposition on because you mention the date when you were born. Besides, you dont necessarily say I was born...., just directly say on .....) 6. What is your religion ? (This question is rarely asked because it is too personal. However, it is sometimes asked by interviewers who work for religious institutions) Islam / Christianity / Catholicism / Budhism / Hinduism

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7. What is your nationality? Indonesian, sir / mam. (This question is sometimes asked to interviewees who look like foreigners and it is also asked in foreign companies) 8. Are you married ? Yes, Iam (if you have been married) or No, Im not (if you havent) (In some companies, especially in banks, this question is sometimes asked) 9. What is your wife / husband ? He / she is a banker / teacher, ect. (Those who have been married are usually asked the profession of his wife / her husband. In Indonesia we can find that a certain bank doesnt allow husband and wife work in the same office) 10. How many children do you have ? Two / just one / three, etc. (For a higher position, this question is sometimes asked) 11. Are they still studying ? My first son is studying in .... and the second is in .... (For a higher position, this question is sometimes asked in order to determine the scholarship to be given to the interviewees children later) 12. What are your parents ? My father is a teacher but my mother is a house-wife. (This question is usually asked to the interviewees who havent got married) 13. Is it possible for you to work far from your parents?

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 Yes, it is possible because I have been used to living far from my parents. When I was studying in my university, I live in a boarding house which is far from my parents house. 14. From what school did you graduate ? Well, I graduated from Civil Engineering Department of State Polytechnic of Malang. (In answering this question, you must explain not only the University or Polytechnic but also the department / study program) 15. When did you graduate ? Well, I graduated on September 23rd, 2008 with GPA 3.2. (You may add some explanation, such as your grade in order to show your strength) 16. What subject did you like best ? I like Technical Drawing very much. (Here you can mention a subject which you think is badly needed by the company) 17. Why ? Because Technical Drawing is badly needed by companies. And, I think I like it because Im good at this subject. (Give a reasonable answer which can give you a good point) 18. What subject did you dislike ? Well, frankly speaking I like them all sir/mam. (Its good to say that you like all of the subjects you have learned in order to show that you were eager to learn more) 19. Why ? Because they are all important (Its good to say that all of the subjects you have learned are important) 20. Can you work from Monday to Saturday ? 25

 O, yes I can. I am used to working 7 days a week. So it doesnt matter for me to work 6 days a week. ( Here you must be able to convince the interviewer(s) that you are really a hard worker) 21. Can you work from 8 a.m to 4 p.m ? Yes, I can because when I was studying at State Polytechnic of Malang, the classes were carried out in 8 hours a day. ( Again you must be able to convince the interviewer(s) that you are really a hard worker) 22. What is your hobby ? Well, my hobby is ..... (Sport is a good choice I think) 23. Why do you like it ? (If you chose sport in the question number 23 above, you may answer as follows...) Because I want to be healthy so I can work perfectly 24. Can you work independently ? Of course I can sir/mam because all of the students of State Polytechnic of Malang were trained to work independently. ( Convince the interviewer(s) that you are an appropreate candidate to be chosen) 25. Is it possible for you to work in a group (in a team) ? Surely yes because once again that in State Polytechnic of Malang, besides we were trained to work independently, we were also traided to work in a group. ( It is a good opportunity to convince the interviewer(s) that you are the best candidate in this interview) 26. If you are accepted, is it possible for you to have a training first? If you think I need some trainings and they are very useful for my carrier, I think I have no choice to say yes. 26

(Show that you are always cooperative with others) 27. What salary do you want? Well sir, based on my capability and study background, I want ...... (In order to have a better answer, it is recommended that you ask the standard salary there to friends who are working for the company you are applying for) 28. How about if you are paid . ? Well, I believe you have a reason why to pay me with such salary. If it is the standard salary here for an employee like me, I should say yes, I agree. (If you think the salary offered is too low for you, its better for you to consider it at home) 29. Are you still working for another company now ? No, sir. Yes, sir (If you answer yes, usually you will be asked with the questions numbers: 30, 31, 32, 33, 34, and 36. However, if your answer is no, you will be directly asked with the questions numbers: 34 and 35). 30. What is your job ? I am working as a ......... in ...... (If it is possible, you may explain your job descriptions) 31. Do you like it ? Yes of course 32. Why do you want to leave it then? Because I heard that your company is better 33. How much do you earn in a month ? 27

 I get ...... per month sir/mam 34. What makes you interested in working in our company ? As I told you before that I heard that your company is better / the salary is bigger/ working here is convenient. 35. Can you tell your background of study ? Of course sir. I graduated from ..... in ..... 36. Tell me about your working experiences ? Sorry sir, I dont have working experiences but I once had a job training in a big company as a .... (If you dont have working experiences but you have job trainings, you will be asked a question as stated in number 37) Well, I worked as a .... in ...... for .... years, as .... in a .... for .... years. And now I have been working as a ... in a .... since .... 37. Have you got job training before ? Yes sir, I have some trainings in some companies. One of them was in ...... for .... yaers. (If you have enough time, you may explain what you did in your job trainings) 38. Did you take any courses before ? Yes sir/mam. I took some courses. (Usually, you will be asked to mention all courses you took. Thats why you have to memorize all courses you have already taken) 39. What are they ? I took an English course, a Quality Control Course, ......., and ...... (Here you can mention all courses you have taken, especially those which are related to the job you are applying for)

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40. Where and when did you take them ? Well, I took an English course in ...... from ..... till ........,etc. (Prepare at home and check your certificate(s) you have got) 41. Do you think that all of them can support your career ? Yes, I think so 42. Why do you think so ? Because English is badly needed now. (Mention one by one and explain that those courses are really important for your professional carrier) 43. Do you have any specific ability ? Yes, I can speak and write English very well, I understand almost all computer programs, and I ........ (Mention all of your specific abilities which you think can support your carrier) 44. What do you know about our company ? Well as far as I know your company deals with ...... (It is suggested you try to get information about the company you are applying for. It can be done by asking friends, relatives, and neighbours, who are working there or who know the company very well) 45. Why do you want to work in our company ? Frankly speaking that I want to work here because I heard that your company is big/ the salary here is good / working here is convenient. (Just tell the truth without exaggerating) 46. What will you do if you are asked to do what you dont like ? Well, I dont have any reasons to refuse to do what the company wants. (Always show that you are cooperative)

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47. What will you do if youre later offered another job with a better salary ? I believe all people like big money but I think money is not everything for me. The most important thing in my life is whether I can enjoy the job or not. Exercise Try to answer the qustions above using your own words.

THANK YOU LETTER In doing business, especially when we are applying for a job, it is very common to thank for what we have already done with our business partner. The following is an example of Thank you Letter.

Jl. Wonorejo 66 Arjowinangun Kedung Kandang Malang, 65165 April 19, 2008 Mr. Poedjo Oetomo PT. Ganesha Petroleum Rasuna Said Kav. 20-25 Kuningan Jakarta Selatan Dear Mr.Oetomo: Thank you very much for taking the time to interview me yesterday for the sales representative position with PT. Ganesha Petroleum. Your explanation of the challenges and the goals of the sales division at PT. Ganesha Petroleum are ambitious but attainable. After speaking with you in more depth, I know that my experiences and education would complement your already talented sales force. I am still very interested in any openings you have and would be willing to relocate if necessary. Again, thank you very much for your time and I look forward to hearing from you soon. Sincerely, signature Arum Setyaningrum 30

Exercise Imagine that you had already faced a job interview held by Huawei Technologies which offered you a job as Drafters whose responsibility was for overall site survey and design quality control. Now, write a thank you letter concerning with the activity above.

Letters of Inquiry
A letter of inquiry requests someone for specific information get a helpful response you want. In some cases, such as a request for promotional material, the recipient will have a clear interest in responding to your letter. In other cases, such as a request for specific information on a product, the recipient may or may not be as motivated to respond quickly. Consequently, you have to make the tone of the letter friendly and make it easy for the recipient to identify and provide the information you need. The following are the tips for writing effective inquiry letters Begin your letter by stating who you are and giving your status or position (such as student, researcher, interested consumer, etc.), and tell how you found out about the individual or entity that you are writing to. State clearly what you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible. You might want to explain the purpose of your letter or what you hope to accomplish briefly. Such an explanation may prompt the recipient of your letter to act more quickly. If appropriate, consider mentioning the letter recipients qualifications for responding to your inquiry (this may prompt him/her to act when he/she might otherwise be hesitant to do so). For example, you could explain that you are writing to the reader because she is a leader in her field and the accepted authority on the subject you are interested in. Include the date by which you need the information, services, etc. that you are requesting, and indicate that you await the readers response. Thank the person for his/her time.

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When writing inquiry letters to an individual or business Be courteous. Remember by making this request you are imposing on the readers time and/or resources. Dont send an inquiry letter for information that you could easily find out by other means, such as with a quick search on the internet. Your letter can be fairly short, but it should be long enough to adequately explain what it is that you are inquiring about and what you want the reader to do in response to your letter. Generally, give at least a couple of weeks for the person, company, or organization to respond to your inquiry before sending a follow-up letter or making a follow-up phone call. If appropriate, you may want to mention that you will keep any information provided confidential. (This may increase the likelihood that the reader will respond to your inquiry.) Make it as easy as possible for the person to respond to your request. This might mean offering to pay for any needed photocopies or mailing costs, or perhaps including a selfaddressed, stamped envelope; necessary forms, questionnaires, or other documents; and so forth. Make sure to include contact information so that the person can easily get in touch with you if necessary, such as your cell or home phone number or e-mail address. When the person responds to your inquiry, it is a good idea to send a quick note of thanks expressing your appreciation and telling how the information helped (or can help) you. If appropriate, you may want to offer to return the favor in the future. This part of the book will focus not only on the discussion of Letter of Inquiry used in business but also on those used in education. That is why the first sample below will deal with consumers or buyers who need some informations concerning with the products of a certain supplier. Then, in the next sample you can see how the Letter of Inquiry used in education. Note that if it is a first enquirya letter sent to a supplier with whom you have not previously done business, it should include : a. A brief mention of how you obtained your potential suppliers name. It can be from: 32

 an embassy a consulate a chamber of commerce an exhibition or trade fair a business partner an associate, or an advertisement in the daily, weekly of trade press b. Some indication of the demand in your area for the goods which the supplier deals in. c. Details of what you would like your prospective supplier to send you such as a catalogue, a price list, discounts, methods of payment, delivery times, and samples. d. A closing sentence to round off the enquiry.

Study the following sample of Letter of Inquiry NOURMA PUTRA LIMITED Home & Overseas Merchants Jln. Gambuta H 9 Malang, 65146 Jawa Timur - Indonesia Telp. (62341) 568685 ; Fax. (62341) 568686 ______________________________________________________________________ 10 July 2008 John Phillips Co. Ltd. 25 Lady Di VII St. MANCHESTER M24 SBD Dear Sirs: We understand from several of our business partners in Indonesia that you are the best producer for modern furnature. In Indonesia, especially in Malang, the newly married people like the kinds of modern furnatures you are producing. Then will you please send us the price-lists and catalogues for all products you are manufacturing, together with details of trade discounts and terms of payment ? 33

We look forward to hearing from you. Yours faithfully, NOURMA PUTRA LIMITED (signature) Rizky Nourma Putra Chief Buyer From the sample above, you can see that the first paragraph is about the way how the writer obtained his suppliers name, i.e. business partners. The second paragraph contains the demand in his city for the goods which the supplier is manufacturing. The third paragraph contains the details of what he would like the supplier to send him (the price-lists and catalogues for all products the supplier is manufacturing, together with details of trade discounts and terms of payment. The following are the tips of writing Business Letter format: Use: 8 " by 11" unlined paper 70-gram paper

1" margins on all four sides a serif font such as Times Roman (12 point)

single-spaced one side of the paper a security envelope (4 1/8" by 9 "). All conventional formats usually contain the following features:

1. Return address of the letter writer Jln. Gambuta H 9 Malang, 65146 Jawa Timur - Indonesia

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2. The date of the letter (This is usually typed in one of two ways): (Begin with the day, no comma) 15 January 2008 or (Begin with the month; use a comma) December 1, 2006 3. Complete name, title, and address of the recipient Use "Mr." for a male recipient. If you do not know how a female recipient prefers to be addressed, it is best to use "Ms." John Phillips Co. Ltd. 25 Lady Di VII St. MANCHESTER M24 SBD

4. Salutation with a colon Dear Mr. Phillips:

5. Body of the letter It is best to keep an initial business letter short. Business people are busy and do not have time to read long letters. In a one-page letter, you will usually only need three or four paragraphs, single spaced. Use a double space in between paragraphs.

6. Closing The most common closing is "Sincerely / Faithfully." Follow this with a comma. Skip four single lines after the closing and type your name. Sign your name in the space above your name.

Yours faithfully, NOURMA PUTRA LIMITED (signature) Rizky Nour Putra 35

Chief Buyer

7. Enclosure. If you are enclosing additional information with your letter, skip two single lines after your typed name and type "Enclosure" or "Enclosures." If you use the plural, you have the option of stating the number of enclosures in parentheses. Enclosures (2)

Besides, it is very common to type the business letter in Block Format and Indented Format.

Block Format Type every line flush with the left margin (begin at top margin) Rizky Nourma Putra Jl.Gambuta H 9 Malang Jawa Timur Indonesia (four single spaces) 10 July 2008

(double space) John Phillips Co. Ltd. 25 Lady Di VII St. MANCHESTER M24 SBD (double space) Dear Ms. Brown:

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(double space)

The letter body which contains four paragraphs as given in the above example.

(double space) Yours Faithfully, (four single spaces) [Signature]

Rizky Nourma Putra (double space) Enclosure Indented Format Indent your return address, the closing, your typed name, and the optional enclosure to the approximate centre of the page (position 4.25" to 4.5"). Additionally, indent each paragraph approximately five spaces. (begin at top margin) Jl. Gambuta H 9 Malang Jawa Timur Indonesia (four single spaces) 10 July 2008 (double space) John Phillips Co. Ltd. 25 Lady Di VII St. MANCHESTER M24 SBD 37

(double space) Dear Mr. Phillips: (double space) We understand from several of our business partners in Indonesia that you are the best producer for modern furnature. In Indonesia, especially in Malang, the newly married people like the kinds of modern furnatures you are producing. Then will you please send us the price-lists and catalogues for all products you are manufacturing, together with details of trade discounts and terms of payment?

(double space) Sincerely, (four single spaces)

[Signature] Rizky Nourma Putra (double space) Enclosure

Exercise Write an Inquiry with the following qualifications: a. The letter is sent by PT MANDRA Tbk., whose address is at Jl.Gambuta H 9 Malang Jawa Timur - Indonesia. Its telephone number is (0341) 568684 and its fax is (0341) 551708. b. PT MANDRA Tbk. is a welknown real-estate company. c. The signer of this letter is you yourself as the General Manager of this company. d. The letter will be sent to BOKLINOV Co.Ltd., which is situated at 107 Bridge Stone Street, Wellington, New Zealand on May 14th , 2010. 38

e. PT. MANDRA Tbk. heard this company from its business partner, Mr. John Parman, who has already been working with you for several years. f. You want to get an information concerning with: The kinds of wood BOKLINOV Co.Ltd. sells The discount BOKLINOV Co.Ltd. may give its term of payment the time of delivery g. You may create an emblem for PT. MANDRA Tbk. As stated above that Letter of Inquiry is also used in educational purposes. Study the following sample: Sample of Inquiry Letter Used in Educational Purposes Jl. Gambuta H 9 Tidar Permai Malang Jawa Timur Indonesia June 1, 2008 Dr. John Strich Dean of Admission Harvard University Cambridge, MA 02138 Dear Dr. Strich: I will graduate from the Department of Civil Engineering of State Polytechnic of Malang next August with an A.Md degree (It is a D-3 Program where the students study only 3 years). I am writing to request information on your Bachelor program in Civil Engineering. I would really appreciate it if you would send me the necessary application materials including information on financial aid and a college catalog. I am very interested in your program and want to make sure that I have time to meet your admission deadline. You can contact me at (62341) 568684 if you have any questions about my request. Thank you very much for your time and consideration. Sincerely, (signature) 39

Aulia Nourma Putri

Replies to Inquiry: Offers

A reply to an inquiry from a regular customer is normally fairly brief, and does not need to be more than polite and direct. Generally the writer of this letter : thanks the writer of the letter of enquiry for the questions, supplies all the information requested, and refers both to enclosures and to samples, catalogues and other items being sent by separate post. provides additional information , not specifically requested by the customer, as far as it is relevant. concludes with one or two lines encouraging the customer to place orders and assuring him of good service. Before you write this kind of letter, it will be much better if you follow 7 tips for responding to an inquiry letter: indicate the inquiry that was made, 40

 express your appreciation for the persons interest, respond to the inquiry personally. You might include with your response letter any brochures, catalogues, reports, or other helpful information available. describe any action you feel the person should take and the reason(s) for such a recommendation, if you can not personally answer the questions, let him/her know that you have contacted the person who can and that he/she will shortly be in touch with the reader. If this is not possible, express your regret for being unable to help the reader, and try to find out for him/her the contact information for someone who can help, if appropriate, you might include additional information about your organization, the products or services you sell, or the subject matter of the inquiry, beyond the scope of the original inquiry. Close by saying that you would be happy to help the reader in the future if he/she needs further assistance or by wishing him/her well in his/her endeavor or project, etc.

JOHN PHILLIPS Co. Ltd. MODERN FURNITURE COMPANY 25 Lady Di VII St. MANCHESTER M24 SBD July 28, 2008 Mr. Rizky Nourma Putra Chief Buyer Nourma Putra Limited Home & Overseas Merchants Jln. Gambuta H 9 Malang, 65146 Jawa Timur Indonesia Dear Mr.Putra: We thank you for your inquiry of July 10, and appreciate your interest in our products. Details of our export prices, discounts and terms of payment are enclosed, and we will send you the copy of our catalogues tomorrow morning. Besides, our representative for Indonesia, Mr.Suparto, will show you the samples of our 41

newest products and he has an authority to discuss the terms of an order with you and to negotiate a contract. Finally, we look forward to the opportunity of doing business with you. Yours faithfully, JOHN PHILLIPS Co. Ltd. (signature) John Phillips Export Sales Manager The letter above is answering to the letter of inquiry found on page 33. This letter contains: a thank of receiving a letter of inquiry (paragraph 1) a supply of all the information requested (paragraph 2) an additional information , which will be useful for the sender of the letter of inquiry (paragraph 3) an encouragement for the customer to place orders. Exercise: Read the Following Letter and Answer the Questions ! PT. BUANA PUTRA ANGKASA JL. GAMBUTA H 9 - TIDAR PERMAI MALANG JAWA TIMUR - INDONESIA (62341) 568684 ___________________________________________________________________________ 29 December 2007 BRIDGESTONES Co.Ltd. Strawberry 708 street New York , City Dear Mr. Phillips: Thank you very much for your Letter of Inquiry dated on 12 - 12 - 2007, and appreciate your interest in our products. Herewith we are sending you our price list, terms payment, and some samples of our newest models which we think will be suitable with the interest of the American people. Besides, we are also sending you our branch office address in Washington, DC which we 42

think is closer to your office. There you can contact Mr.Ahmad Muhammad, the Purchase Manager of this office. We hope you will be interested to order our newest products which I believe no single company which produces these kinds of things. Thank you. Faithfully yours, Sales Manager (signature) Akbar Nourma Putra PT BUANA PUTRA ANGKASA

Questions 1. Who sends this letter ? 2. To whom is the letter sent ? 3. What did the receiver of this letter want ? 4. What is the second paragraph of this letter about ?

Orders and Execution of Orders

If the sellers offer is intresting, an order of the goods may be expected to follow. The supplier must, however, maintain the friendly, helpful attitude of his earlier letters in all later correspondence. At all stages of a transaction he must show the buyer that his aim is to serve him well. That is why, accuracy is essential in the placing of an order. An error in quoting a catalogue number, or a mistyped figure in the quantity column can cause trouble which it may be impossible to put right later. Clarity is also essential. The buyer must make clear to the seller exactly what he wants. In the export business there are also other things needed besides an accurate description of the goods: for example, method of transport, packing, delivery and insurance, or possibly method of payment, if this has not been settled already. Then the buyer may require some special documents for his own use or to satisfy import regulations. When ordering goods, a customer will generally include the following in his letter: 43

 a reference to an advertisement or catalogue, or to a sample, or to previous correspondence ( This applies particularly to a first order), details of the goods required: quantity, quality, catalogue number, packing, etc. conditions and qualifications, alternatives which are acceptable if the goods ordered are not available, and an encouragement for the supplier to execute an order promptly and carefully. Now, study the following sample of Letter of Order. From the sample, you can see that: The first paragraph contains a thank for the order and reference made by the sender The second paragraph contains the details of the goods required: quantity, type, and catalogue number. The third paragraph contains alternatives which are acceptable if the goods ordered are not available. The fourth paragraph contains conditions if the seller can not fulfill the requirements. The fifth paragraph contains a promise if the seller can fulfill the requirement.

NOURMA PUTRA LIMITED Home & Overseas Merchants Jln. Gambuta H 9 Malang, 65146 Jawa Timur - Indonesia Telp. (62341) 568685 ; Fax. (62341) 568686 ____________________________________________________________________ 10 August 2008 John Phillips Co. Ltd. 25 Lady Di VII St. MANCHESTER M24 SBD Dear Sirs: Thank you for your letter of 20 July. Your representative, Mr. Suparto, called on us a few days ago and left some samples of your newest products. That is why we are interested to order the following goods : 44

Quantity 20 50 50 50

Type Kid Declining Seats, Mom Beauiful Beds, Dad Strong Desks, Angel Smiling Tables,

Catalogue Number 5 17 27 28

If no. 27 and 28 are not available for immediate delivery, as your representative suggested might be the case, please send no. 27 and 28 instead. Since we must have the goods on display in time for the Christimas season, out order is placed on condition that they are dispatched by 10 November. As soon as we receive your confirmation and pro-forms invoice, we will arrange for settlement by bankers transfer. We are looking forward to hearing from you shortly. Yours faithfully, NOURMA PUTRA LIMITED (signature) Rizky Nour Putra Chief Buyer

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