MEETING 1

INTRODUCTION OF BUSINESS
LETTER
 KONTRAK PERKULIAHAN
Tata Tertib Perkuliahan:
1. Keterlambatan kehadiran maksimal 15 menit
2. Mahasiswa WAJIB MEMATUHI peraturan yang
berlaku di UBSI
3. Tidak menggunakan laptop/notebook/tablet/HP
saat dosen sedang menjelaskan (kecuali untuk
menjawab soal tugas atau diskusi)
4. Aktif tanya jawab untuk setiap pertemuan
5. Tidak berbicara saat dosen menjelaskan materi
 Mahasiswa
Program Studi Administrasi
Perkantoran
1. WANITA:
a. Mengenakan Rok/Celana Panjang dipadu dengan
blazer/Kemeja
b. Menggunakan Sepatu Tertutup/high heels min 3
cm disesuaikan dengan pakaian
c. Dilarang menggunakan Rok/Celana Panjang
bahan Jeans/Kodorai
2. PRIA:
a. Mengenakan Kemeja Panjang/Pendek dipadu
dengan celana panjang bahan katun bukan
bahan jeans/kodorai
b. Menggunakan sepatu tertutup bukan sepada
sendal.
c. Dilarang mengenakan baju berbahan kaos
 SISTEM PENILAIAN
Nilai Kehadiran = 20%
Nilai Tugas Total Tugas = 25%
Nilai UTS = 25%
Nilai UAS = 30%
= 100%

NILAI MUTU PADA KARTU HASIL SEMESTER

(KHS)
A = 80 – 100 A = 4 (Sangat
Baik)
B = 68 – 79 B = 3 (Baik)
C = 56 – 67 C = 2 (Cukup)
D = 44 – 55 D = 1 (Kurang)
E = 0 – 43 E = 0 (Gagal)
 VISI DAN MISI PROGRAM STUDI
ADMINISTRASI PERKANTORAN
1. Visi Program Studi Administrasi Perkantoran
“Menjadi program studi yang menghasilkan lulusan berkualitas,
berkarakter, dan beretika dalam bidang administrasi perkantoran
melalui penguasaan teknologi informasi”.
2. Misi Program Studi Administrasi Perkantoran
a. Melaksanakan proses pembelajaran dengan kurikulum bermutu
sesuai dengan standar nasional pendidikan tinggi.
b. Melaksanakan penelitian dalam rangka peningkatan ilmu
pengetahuan teknologi di bidang administrasi perkantoran
c. Menyelenggarakan kegiatan pengabdian pada masyarakat yang
bertanggungjawab sebagai masyarakat ilmiah dibidang administrasi
perkantoran.
d. Meningkatkan suasana akademik yang dinamis guna menghasilkan
lulusan berdaya saing tinggi dan berkarakter unggul melalui
penguasaan teknologi.
e. Menyelanggarakan kegiatan workshop, seminar dan sertifikasi
kompetensi dibidang administrasi perkantoran sesuai bidang kerja.
 PROFIL LULUSAN PROGRAM
STUDI
ADMINISTRASI PERKANTORAN
Untuk materi ajar dan tugas terstruktur serta
tugas mandiri yang diberikan kepada
mahasiswa harus berkaitan dengan minimal
salah satu profil lulusan, berikut ini:
1. Secretary/Administrative Assistant
2. General Affair
3. Customer Service Officer
4. Office Administrative Staff
 ATTENTTION!!!
English Business Corresspondence 1

1. The students cannot come late to the class and the

tolerance will be given 15 minutes.
2. Meeting 1-6 (before mid-test) lecturing runs as usual
like lecture gives the material in front of the class. If
the class has meeting 7, the session should be filled
up for reviewing and giving the quiz.
3. The students must bring laptop/notebook every
meeting.
4. The students need to do the exercises using
laptop/notebook especially in making business letter.
5. The lecturer must check the students’ exercises in
every meeting (meeting 2,3,4,5,6,9-14)
6. The exercises (business letter) that has been done
must be saved in one folder and send them by email
to the lecturer before mid and final test.
7. Mid-test should be given in multiple choice, and final
test will be given in essay.
8. The regulations must be followed by all students.
 Lay out of American style

(1) GARDEN & JONES LIMITED

Berlin Street
London WZ 42T
(2) Ref : JA/DA (3) August 1, 2012
(4)The Manager,
W. Jones & Sons Ltd.
Hermes House
London
(5) Cellular Blankets
(6) Dear Mr. Jones:
( 7)display of cellular
We visited your stand at the Paris Trade Exhibition last month and were very impressed by your
blankets. We should be grateful if you send as your catalogue of the complete range of this
type of blanket, and also your export price list.
We should also be grateful for a quotation for 500 of the “Easy warm” blankets, both double
and single sizes, c.i.f. Perhaps at the same time you could let us know your terms of business and the
time required for delivery.

We look forward to bearing from you, If terms and

delivery date are satisfactory, we hope to place regular larger
orders.
(8) Sincerely yours
(9) Miss. Heidi Braun
 Lay out of English style
(1) GARDEN & JONES LIMITED
18 Berlin Street
London WZ 42T

(2) Ref : JA/DA (3) 14 March 2012

(4) The Manager,

W. Jones & Sons Ltd.
Hermes House
London

(5) Cellular Blankets

(6) Dear Sir,

(7) We visited your stand at the Paris Trade Exhibition last month and were very impressed by your
display of cellular blankets. We should be grateful if you send as your catalogue of the complete range of
this type of blanket, and also your export price list.

We should also be grateful for a quotation for 500 of the “Easy warm” blankets, both double and
single sizes, c.i.f. Perhaps at the same time you could let us know your terms of business and the time
required for delivery.

We look forward to bearing from you, If terms and delivery date are satisfactory, we hope to
place regular larger orders.

(8) Yours faithfully

(9) Miss. Heidi Braun

INTRODUCTION OF BUSINESS LETTER
 A Letter represents you when you cannot be present
there personally.
 Letter-writing is an essential part of business, in
spite of telephone telex and telephone
communication the writing of letters continues, in
fact most telephoned and telegraphed
communication have to be confirmed in writing.
 Business letters are usually typed on notepaper bearing
a specially designed heading which provides the reader
of the letter with essential information about the
organization sending it.

 In correspondence, we have 2 types :

1. British
2. American
Explanation of numbers

1. Heading

designed heading which provides the reader of the

letter with essential information about the organization
sending it. Normally the heading will include the
company’s name and address its telephone numbers
and telegraphic address.
2. Reference
This typed on the same line as the date
but on the left and consists of the initials
of the person who signs the letter and
those of the typist. Sometimes other
whatever may suit the filing system of the firm
question.

3. Date
The form in which the date is written in this letter
4. Inside address
A point concerning the name and address
of the firm written need to be made

5. Subject line
A point that you want to discuss, It can be omitted.
6. Salutation
It is a greet to someone, that you send the letter. It is
below the inside address a double space at least is left
and the words “Dear Sir” are typed.

7. Body Language/content of letter

The content of the letter that you want to send.
8. Complimentary close
This is a greet the close letter, such yours truly, yours
faithfully etc.

9. Signature
Followed by a writer’s position or status in company.
Beginning & Ending a Letter
English American
Formal/Routine : Dear Sir : Gentlemen :
Dear Sirs, Dear Sir, Dear Mr. Brown :
Dear Mesdames, Dear Mrs. Brown :
Dear Madam,

Informal :
Dear Mr. Brown :
Dear Mr. Brown,
Dear Miss Roberts :
Dear Miss Smith,
Personal :
Dear Mr. Brown, Dear Mr. Brown:
My dear Brown, My dear Mr. Brown:
Dear Jim, Dear George:
Complimentary Close

English American
Formal/Routine : Very truly Yours,
Yours faithfully, Sincerely Yours,
Yours very truly,
Informal :
Yours sincerely, Sincerely Yours,
Yours truly, Cordially yours,
Personal :
Yours Sincerely, Sincerely Yours,
Sincerely, With kind regards,
Yours, With best regards,
Beside that we have the form of a personal letter.

The form of a personal letter : the writer’s address

does not mention
Always include the name, which is shown by the
signature.
 Example : The personal letter
14 March 2012
Dear Josef,

I was so sorry to have missed you when you came

to London last week. I heard from my sister that you had
called, but as I joined Frank on a business trip to
Amsterdam, we were out of town while you were here.
However, you will be over again in June, I hear, and we
are sure to be able at home then. So we look forward to
seeing you next time. And do not forget, we have a
spare room, and would be delighted if you made use of
it.

With best wishes,

Harry Roston
 MEETING 2

INTRODUCTION LETTER
 MEETING 2
INTRODUCTION LETTERS

• Introduction letters are letters which come from

sellers to buyers.

• These letters filled the information about the

sellers’ companies to be Known by the buyers.
 Sellers expect the buyers give a good welcome, so
the Introduction will continue into the next process that
is a transaction.

Usually introduction letters filled with :

1. The name of the company, its business, or the activity.
2. Description of its skills, employees, experts, and
facilities.
3. Projects/jobs ever handled/done.
4. Prospect/expectation wanted by the sellers.
Some phrases to remember :
1. We are pleased to let you know about our new
company
2. Our company is located in…
3. Our company is operating in …
4. We have so many skilled employees such as ….
5. For the time being, we have already had
…….employees spread out all over Jakarta
6. We are really looking forward to having you ….
Example :
Lay out : American Style

January 31st , 2012

 January 31st , 2012

Mr. George M. Cooper

2954 Wyandotte Lane
Greensleaves, Wyoming 90786

Dear Mr. Cooper;

Welcome to Tower state Bank Land!
We are pleased to learn that you have moved into the
area served by Wyandotte County’s newest bank. We
cordially invite you to do your banking business here.
Checking and savings accounts, loans for all purposes,
and complete banking services are available to you at our
convenient location.
Our drive – in banking windows are open Monday
through Thursday until 5 : 30 pm, Friday 6 : 30 pm, and
Saturday from 9 : 30 am to 12.30 pm, lobby hours are 9
: 30 am to 2 : 00 pm. Monday through Friday, and 3 : 30
pm to 6 : 30 pm Friday.
Plan to come in for “eager to please” bank service
Yours very truly,
Arthur J. Green
President
AJG : bt
Exercise :
Make an introduction letter From PT. Indo Utama,
Jl. Salemba Tengah
No. 45 Ph. 3103442, Central Jakarta to The Manager of
PT. Panda Electric, Jl. Industri No. 51, West Jakarta.

Subject line : Introduction of Electric & Refrigerator.

The date is February 15th , 2003.
 MEETING 3

AN APPOINMENT LETTER
 MEETING 3
APPOINTMENT LETTER

An appointment letter is a letter which is

made by each secretary to another
secretary from each company.
This appointment letter is made by the
secretary approved by her/his
director.
 The appointment letter is sometimes also called an
audience letter.
 An appointment can also use either by a telephone
or a fax if it is appropriate.
 This letter can also be classified into travel
arrangements or reservation (booking).
The contents of this letter are :
1. The meeting/ the program
2. Time and venues (day, time and place)

Here are some phrases to remember :

1. Time and venues being held
2. The Appointment itself
3. To book or to reserve
4. Travel arrangements
5. We had fixed an appointment (to make sure)
6. On my arrival at London yesterday
7. From my itinerary (travel schedule)
8. I made myself available for you (ready, exist)
Example :
An appointment letter

International Import Corporation

44 Nassatar Street
Cairo
18th August , 2007
Dear Mr. Carter,

As mentioned in my letter of 9th August, I am planning

to spend a few days in London next month, on my way
to The United States. The dates are now settled : I shall
arrive at Heathrow on Wednesday, 3rd September
(flight BA 602 1530) and leave on Friday night. I shall
be staying at The Cumberland Hotel, Marble Arche,
London W1.
On 3rd September, I have already some appointments,
but could come to your office anytime on Thursday, 4
September. Would you kindly leave a message at my
hotel letting me know what time would suit you.
One of the most important matters to be discussed
is the percentage of commission you could give us
for distributing your "SELECT" copier in Egypt. As
we have already indicated, 10% is unacceptable to
us : we require at least 12 % if we are to do a good
job of selling this equipment in Egypt.
In the hope that we can come to terms, and looking
forward to meeting you, I am.
Yours Sincerely,
Amir Hanna
International Import Corp.
Exercise :
The director of PT. Jaya Internal Buana, Jl. Batu Ampar
No.34,Cirebon. Mark Harper, to discuss about business
matter. You as the secretary of Mr. Mark Harper, wants
to arrange an appointment schedule that planned on
Saturday, at 11 am, at Grand Hyatt Hotel, plaza
Indonesia.
But this letter is just a plan to propose. Please Mr.
Luntungan Wijaya replies for this letter. For the time
and venue proposed.
 MEETING 4

RESERVATION LETTER
 MEETING IV
RESERVATION LETTER

A reservation letter is a letter which is made either by

individually or in group (companies) to reserve or to book a
place ( hotel, restaurant, inn, etc).
The contents of this letter are :
1. Time and venues (date, day, and place)
2. The numbers of the people
3. The rooms
4. The numbers of the beds (for hotel)
5. Beds preferences ( single / double or suite
rooms)
6. Etc.
Phrases to remember :
1. Would you please reserve the following
accommodation for 3 nights
2. We would like to reserve 2 single rooms or 2 double
rooms
3. Please bill this accommodation to me at my private
address.
4. We will probably check in at about …pm
5. Please confirm this booking
Example of a reservation hotel :
6 Lower Turn Road
Kellside Mountshire X26
Mexico 12. D.F.
The Manager
Acacia Hotel
London W1 13 August 2007

Dear Sir,
Six members of our staff will be coming to London on
business from 28th May to 1st June. Would you therefore
please reserve the following accommodation for five nights :
2 single rooms
2 single double rooms for bed and breakfast.
As my wife will be joining me in London on
Saturday, 2nd June , I shall need 1 double room
with bed and breakfast
for this date. Please bill this accommodation to me
at my private address as above.
Although the group will arrive in London by rail at
10.13 am., we have meetings until the late
afternoon and will probably check in at about 7 p.m.
Please confirm this booking.
Yours faithfully,

Phillip Cooper
 Practice Exercise

• Write a letter from R B Davies (162 Mehdi Way, Lahore,

Pakistan) to the Starlight Hotel (Wogan Avenue, Sydney,
Australia). Reserve six single rooms with showers for a
group of senior *executives from your company from 17
to 21 April. You also want a small conference room to
accomodate up to 20 people from 19 to 21 April and use
of the hotel’s telex facilities.
MEETING 5

INQUIRY LETTER
 MEETING 5
INQUIRY LETTER

 Most letters of enquiry are short and simple, so that

many firms have adopted the practice of sending printed
enquiry forms, thereby eliminating the need for a letter.

 An inquiry letter is a letter sent by a businessman who

wants some information, especially or when you write
the inquiry letter you should remember about :
- Describe the goods in the detail if you can
- If you know the price quote it
- availability of goods
- Leaflets or catalogs
- delivery times & deadlines
- Quotation of prices
- Samples
- Terms and discounts
- method of transport
- insurance
- warranty or after sales service
Here are some Phrases to remember :
1. Quotations = offer
2. Firm offer = fixed offer
3. Thank you in advance = thank you before
4. We normally effect payment by LC = do payment
by LC.(letter of catalogue)
5. Invoice = sales receipt
6. Customs = special officers commonly in the airport
7. Latest catalog = recent / newest catalog
8. Price lists
Example :
Worldwide Dealers Ltd.
Bornemouth Center
Hongkong
The Victoria Cycle Works June 14th
, 2007
P.O. Box 9271
Melbourne
Dear Sirs:
Our business agents in India have asked for quotations for
10.000 bicycles, to be exported to Srilanka, India, Pakistan
and Nepal.
Please let us know what quantities you are able to deliver at
regular intervals, quoting your best terms f.o.b Brisbane.
We shall handle export formalities, but would ask
you to calculate container transport to Brisbane for
onward shipment.

Yours Faithfully,

P.King
Asst. Export Manager
 Practice Exercise

Composing an Inquiry Letter

PT. Dwi Guna Karya, Jalan Ambarukmo No.27,
Semarang, asks
for an inquiry of shoes' prices with various
models & interesting colors and also enclosed by
samples from PT Bata, Jalan Kalibata No.45,
South Jakarta.
PT.Dwi Guna Karya also asks for terms of
payment and the delivery, the discount as well.
(American lay out), date : September 29th, 2003,
 MEETING 6

THE REPLY OF INQUIRY

LETTER
 MEETING 6
THE REPLY OF INQUIRY LETTER

After the buyer makes an inquiry letter, the seller

usually gives the REPLY OF INQUIRY LETTER
The contents of the reply of an inquiry letter commonly
are :
1. thank the writer of the letter of enquiry for the
letter in question .
2. Try not only to answer the inquiry but also try to
interest his/her correspondance in other
equipment.
3. Try to take the opportunity to welcome the
customer.
4. If the customer comes from special sources, try to add
a favorable comment on the goods inquired.
5. Try to draw attention to other products likely to be of
interest.
6. Try to maintain the customer well.
Example of the reply of an Inquiry :
24 June 2012
Dear Sir,
We learn through our Embassy in Beirut that you are
interested in Electric shavers of British manufacture and
enclose our illustrated catalogue and price list.
All our shavers can be used with either direct or alternating
current and can be supplied with or without presentation case.
They are the product of the finest materials and workmanship
and we offer a worldwide after sales service. We hope you will
send us a trial order so that you can test our claims against
the facts.

Yours faithfully,
Demi Moore
 Practice Exercise

• Write a letter asking for some detailed information about

a new photocopier (e.g. Price, size, speed)