BUSSINESS ENGLISH
ARRAGED BY :
-
Anggy Rintike (20217772)
-
Lutfiah Farida
(23217368)
-
Rebecca Manalu (25217010)
-
Rizq Almaas A.
(25217366)
-
Susi Agustina (25217807)
Subject :
Bussiness English 1 #
Lecturer :
Wahyu Budi
FACULTY OF ECONOMICS
GUNADARMA UNIVERSITY
1.
TYPE
OF BUSSINES LETTER
a. Description
Business letter is type of letter written by someone in organization or
company (usually by secretary) for another person, organization or company.
This letter is business and official because it usually contains something
about business and work matters. The letter is used as a correspondence between
the organization or a company with a client or colleague. Letters classified in
business letters such as goods order letters, complaint letters and others.
b. Part of letter
1.
Letter head : most professional business letters include
a letterhead which is comprised of your name, address, phone number, and email
address.
2.
Date : the date should be the day on which you completed
the letter, written in standard U.S. format (eg. September 25, 2005). It should
be written underneath the letterhead, or underneath the address on the top left
of the page.
3.
Address : write the recipient’s company name, address and
zip code. Include a job title if appropriate on the top left side underneath
the date.
4.
The greeting : also called the salutation. The type of
salutation depends on your relationship with the recipient. It normally begins
with the word "Dear" and always includes the person's last name.
5.
The body of paragraph : the body is where you explain why
you’re writing. It’s the main part of the business letter. Make sure the
receiver knows who you are and why you are writing.
6.
The complimentary close : The closing greeting is at the
end of the letter. The final greeting is used as a final greeting to add politeness
to the message, even if it doesn't have to be there. For some short closing
(examples: Yours truly, sincerely, sincerely yours, respectfully yours,
cordially, best wishes) the writing begins with a capital letter and ends with
a comma. it is either at the left margin or its left edge is in the center,
depending on the Business Letter Style that you use. It begins at the same
column the heading does.
7.
Signature and writer’s name : the signature is the last
part of the letter. You should sign your first and last names. The signature
line may include a second line for a title, if appropriate. The signature
should start directly above the first letter of the signature line in the space
between the close and the signature line.
c. Types of letter
1.
Acknowledgment Letters
Acknowledgment letters act as simple receipts. Businesses send them to
let others know that they have received a prior communication, but action may
or may not have taken place.
2.
Adjustment letter
An adjustment letter is normally sent in response to a claim or
complaint. If the adjustment is in the customer’s favor, begin the letter with
that news. If not, keep your tone factual and let the customer know that you
understand the complaint.
3.
Appeal letter , also call fundraising letter
A form of sales letter, the appeal letter is written to persuade the
reader to give a financial gift to a worthy cause.
4.
Complaint Letters
The words and tone you choose to use in a letter complaining to a
business may be the deciding factor on whether your complaint is satisfied. Be
direct but tactful and always use a professional tone if you want the company
to listen to you.
5.
Cover letter
Cover letters usually accompany a package, report or other merchandise.
They are used to describe what is enclosed, why it is being sent and what the
recipient should do with it, if there is any action that needs to be taken.
These types of letters are generally very short and succinct.
6.
Follow-up letters
Follow-up letters are usually sent after some type of initial
communication. This could be a sales department thanking a customer for an
order, a businessman reviewing the outcome of a meeting or a job seeker
inquiring about the status of his application. In many cases, these letters are
a combination thank-you note and sales letter.
7.
Order letter
Order letters are sent by consumers or businesses to a manufacturer,
retailer or wholesaler to order goods or services. These letters must contain
specific information such as model number, name of the product, the quantity
desired and expected price. Payment is sometimes included with the letter.
8.
Letter of inquiry
Inquiry letters ask a question or elicit information from the recipient.
When composing this type of letter, keep it clear and succinct and list exactly
what information you need. Be sure to include your contact information so that
it is easy for the reader to respond.
9.
Letters of Recommendation
Prospective employers often ask job applicants for letters of
recommendation before they hire them. This type of letter is usually from a
previous employer or professor, and it describes the sender’s relationship with
and opinion of the job seeker.
10.
Letters of Resignation
When an employee plans to leave his job, a letter of resignation is
usually sent to his immediate manager giving him notice and letting him know
when the last day of employment will be. In many cases, the employee also will
detail his reason for leaving the company.
11.
Sales letter
Typical sales letters start off with a very strong statement to capture
the interest of the reader. Since the purpose is to get the reader to do
something, these letters include strong calls to action, detail the benefit to
the reader of taking the action and include information to help the reader to
act, such as including a telephone number or website link.
12.
Thank you letter
Of the various kinds of letters, thank letter is often shorter than
others. Its sole purpose is to express gratitude to the reader (whether an
individual, organization, or company). Thank you letters can be formal as when
printed on letterhead or informal when handwritten on a note card.
13.
Query letter
A query letter is a proposal, sent to a publisher, agent, or editor from
a writer, suggesting a potential writing project.
2.
INTRODUCTION
OF OURSELVES AND OTHER
Wiwit: Frandi, I’ve been looking
for you everywhere. Where have you been? (Frandi, aku sudah cari kamu ke
mana-mana. Kamu dari mana saja?)
Frandi: Oh, I’m sorry. I met an old
friend and lost track of time. Wit, I don’t believe you’ve met Annas. (Aduh, maaf. Aku ketemu dengan
kawan lama dan lupa waktu. Wit, sepertinya kamu belum pernah ketemu dengan
Annas.)
Wiwit: I believe we haven’t.
Hello, I’m Wiwit. (Sepertinya belum. Halo, saya Wiwit.)
Annas: Hello, Wiwit. I’m Annas.
Frandi’s friend from college. (Halo, Wiwit. Saya Annas. Teman kuliah Frandi.)
Wiwit: I’m sorry if I’m not
familiar with you. I don’t think Frandi’s ever mentioned your name. (Wah, maaf ya kalau sepertinya
saya nggak familier dengan kamu. Sepertinya Frandi nggak pernah menyebut
namamu.)
Annas: Well, we’re not that close. (Sebenarnya kami nggak terlalu
akrab juga, sih.)
Frandi: We just happen to have a
mutual friend now and he just gave me his contact. (Kebetulan aja sekarang kami
punya teman yang sama dan Annas baru ngasih kontaknya.)
Annas: I don’t think Frandi would
even have a conversation with me if it wasn’t for Iskandar’s number. (Bahkan kayaknya Frandi nggak
akan ngobrol dengan saya kalau bukan karena ingin minta nomornya Iskandar.)
Wiwit: Well, I hope it’s worth
leaving me for almost 15 minutes alone in this party. (Moga-moga setara ya dengan
ninggalin aku 15 menit sendirian di pesta ini.)
Frandi : I’m sorry, Honey. Come on,
let’s leave. Thanks a lot, Annas. See you. (Maaf, Sayang. Ayo, deh, kita
pulang. Terima kasih banyak ya, Annas. Sampai ketemu lagi.)
Wiwit: It’s a pleasure to meet
you, Annas. (Senang
ketemu dengan kamu, Annas.)
Annas : Likewise. (Begitu pula denganku.)
3.
BUSSINESS
CONVESATION ON PHONE
Secretary
: Thank you for calling HiTech Company, Amanda speaking. How can I help you?
Lisa
Greene : Hello, this is Lisa Greene. May I speak with Peter
Jackson, please?
Secretary
: Please hold, and I’ll check……………….I’m sorry, it appears Mr. Jackson is not
available at the moment. He may have stepped out for lunch. Would you like to
leave a message?”
Lisa
Greene : Yes, could you ask him to call me back later? I
don’t believe he has my new office number – it’s 384-0506.
Secretary
: Of course, Ms. Greene. I’ll make sure he gets the message.
Lisa
Greene : Thank you. Goodbye.
Lisa
: Hello?
Peter
: May I speak with Lisa Greene?
Lisa
: This is she.
Peter
: Hi Ms. Lisa, this is Peter Jackson returning your call.
Lisa
: Hi Mr. Peter! I was wondering if we could set up a meeting to discuss some of
our new products.
Peter
: Let me check my calendar. Are you free next Tuesday?
Lisa
:
Actually, I’d prefer Wednesday, if that’s all right with you. I am expecting a
visit from some clients on Tuesday.
Peter
: No problem. I’m busy in the morning, but how about after lunch? Let’s say 3
o’clock?
Lisa
: That works for me! OK. Thanks for calling Mr. Peter. Bye.
4.
JOB
STRUCTUR IN ORGANIZATION AND JOB DESCRIPTION
a. Description
of job structure and job description
The
company's organizational structure can be interpreted as a multilevel line
(hierarchy), which contains the components of the company. The structure will
clearly describe the position, functions, rights and obligations of each
position in the scope of the company. Of course, this is intended so that every
component in the company can function optimally, and the company's wheels can
always move effectively and efficiently.
In this
company structure there are several personnel or parts that are included in the
core ranks of the company structure, or commonly referred to as company
leaders. It consists of a board of directors (managing director, deputy
managing director, directors), managers, and heads of divisions or departments.
And in the composition underneath there are staff and workers.
A job
description provides a definition of the responsibility and authority involved
with each position. It is also a contract that includes the job’s function
obligations and tells the person to whom the worker is responsible ( Swanburg,
1993) It is written report normally prepared by a job analyst outlining duties,
responsibilities, and conditionof the assignment. A job description is a
description of a job and not of a person who happens to hold the job. Job
descriptions are based on the functional needs of the agency. ( Tomey, 1992)
The purpose of writing a job description, in addition to recording data for a
job evaluating are too :
·
Facilitate
wage and salary administration
·
Provide a
basis for manpower planning
· And
assist with recruitment, selection , placement, orientation, and evaluation
ofemployeesd)
·
Clarify
relationships between jobs to avoid overlaps and gaps in responsibilitye)
· Help
employees analyze their duties so that they will have a better
understandingtheir jobsf)
·
Establish
lines of promotion within the department ( Swanburg,1993)
b. Types
of job structure
1.
Functional
Organizational Structure
The
organizational structure based on the function of each component. In a company,
there are at least five main parts (divisions) namely the production division
(the product maker section), the marketing division (the promotion, marketing,
and sales division), the personnel division (the employment department), the
spending division, and the general division.
2.
Business
Organizational Structure
The
organizational structure of a company based on the existence of product
development efforts and business research, so that the company's components
become wider.
3.
Matrix
Organizational Structure
The
organizational structure formed to work on various projects that are being
developed by the company. This structure is headed by the managing director,
and underneath there are project managers who have the duty and responsibility
to complete each project.
4.
Project
Organization Structure
The
structure formed only to work on a work project in a company, and will be
removed when the project has been successfully completed.
5.
Work Team
Organizational Structure
That is an organizational structure created at any time (temporal), for
the sake of handling a project that is unexpected or impromptu. Typically, this
team is composed by reliable personnel (HR), who are guaranteed to be able to
solve projects and problems quickly and well.
c. Job
structure in organization and its job description
1
Board of
Directors : In general, the board of directors consists of the president
director, vice president director, and the board of directors. This group holds
full control over the direction, vision and mission, and development of a
company. They are responsible for managing the company in accordance with the
statutes that have been set together.
2 President
of the Board of Directors : is responsible for being the principle executive
officer of the corporation and for seeing that the affairs of the corporation
are carried out in accordance with the provisions of the By-Laws.
3
Executive
Director : has the duty to coordinate in the fields of financial
administration, staffing and secretariat. In the financial sector, the
president has the authority to control finances, ranging from revenue, account
collection results, spending, to planning to develop sources of company income.
Also responsible for leading the entire board or executive committee, as well
as chairing general meetings. To ensure the implementation of the code of conduct,
enforce actions and policies, and ensure that opportunities and justice are
well distributed and appropriate. In addition, also has a duty to build good
relations and communication with the outside world. Given its role as a company
representative in relation to other companies, the government, and the
community in general.
The Executive Director reports to the Board of Directors. This position hires, trains, and supervises
the Director of Operations and Administrative Coordinator. The Executive Director
may delegate management of fiscal operations to the Director of Operations
and/or Administrative Coordinator.
4
Director
of Operations : is responsible for the
oversight of ACA accreditation (serves as the agency’s ACA Accreditation
Manager) and operations of all programs for Centre, Inc. This position serves
as the agency’s Prison Rape Elimination (PREA) Coordinator, ensuring adherence
to all PREA standards governing community corrections. This position is
responsible for updating agency protocol to reflect current PREA Standards as
implemented. This position is supervised by the Executive Director. This position hires, trains, and supervises
the Director of Programs, Program Directors, Program Managers of programs with
no Program Director, and Maintenance Specialist-Fargo. This position is
considered Key Personnel as defined by the Statement of Work.
5
Director
of Finance : is a position within a company that is determined by the approval
of the directors. With the main task as supervisor of financial operations, and
is responsible for all financial matters of the company.
6
Director
of Programs : is responsible for assisting with the oversight of ACA
accreditation, serving as the agency training director, assisting with Quality
Control Program Reviews; conducting oversight of the clinical programs agency
wide; and provides oversight of gathering and reporting on agency Program
Outcome Measures. This position is
supervised by the Director of Operations.
7
Administrative
Coordinator : is responsible for the oversight of the business management
components (financial) for Centre, Inc. This position is supervised by the
Executive Director. This position hires, trains, and supervises the Human
Resource Generalist, Specialist and Administrative Assistant.
8
Human
Resource Generalist : this position completes a broad range of Human Resource
activities in the employment, recruiting, payroll, benefits, compensation and
employee relations function areas. This position is supervised by the
Administrative Coordinator.
9
Human Resources
Specialist : is responsible for completing a variety of human resource and
administration duties for the entire agency. This position works in conjunction
with the Human Resource Generalist. This position is supervised by the
Administrative Coordinator.
10
Administrative
Assistant : assists the Administrative Coordinator & Human Resource
Generalist in completing administrative duties for the entire agency. This
position is supervised by the Administrative Coordinator
11
Program
Director : is responsible for the oversight of an entire program/operation.
This position is responsible for program admissions as well as program
development. This position serves as the assigned location’s Prison Rape
Elimination (PREA) Compliance Officer ensuring that the facility and programs
adheres to all PREA standards governing community corrections. This position is
supervised by the Director of Operations. This position supervises the Program
Managers, Licensed Addiction Counselors, LPN’s, Program Supervisors, & Case
Managers where there is no Clinical Program Manager. In programs that work with
Bureau of Prison’s Offenders, this position is considered Key Personnel as
defined by the Statement of Work.
12
Program
Manager (clinical) : is responsible for oversight of the clinical/counseling
and case management program/services at any one location which includes the
development and supervision of counseling related programs and employees. This position hires, trains, and supervises
the Case Managers & Employment Specialist. This position is supervised by
the Program Director
13
Program
Manager-Residential : is responsible for development and supervision of both
residential and/or out-client/non-residential programs. This position is also
responsible for daily upkeep of the facility/physical plant, and grounds. This position hires, trains, and supervises
applicable staff, which may include; Assistant Program Manager, Residential
Specialists (I and II), Maintenance Specialist, & Dietary Managers. This position is supervised by either the
Program Director or the Director of Operations.
14
Assistant
Program Manager : is responsible for assisting with the development of
programs. This position is responsible for ensuring upkeep of the
facility/physical plant and grounds. This position is supervised by the Program
Manager.
15
Licensed
Addiction Counselor : is responsible for the facilitation and providing of
alcohol and other drug related services and programs. These positions provide
both individual and group counseling services. These positions are supervised
by the Program Director.
16
Case
Manager 2 : is responsible for providing direct case management and counseling
services to residents/clients which includes assessment, program planning and
follow-up. This position requires licensure in a counseling/social work related
field. These positions conduct both
group and individual counseling and case management sessions. This position is
supervised by either the Program Director or Program Manager Clinical. In
programs that work with Bureau of Prisons Offenders, this position is
considered Key Personnel as defined by the Statement of Work.
17
Case
Manager 1 : this position is responsible for providing case management services
including assessment, program planning and follow-up to residents/clients. This
position facilitates non-clinical group sessions and provides individual case
management services. This position is supervised by either the Program Director
or Program Manager-Clinical.
18
Employment
Specialist : is responsible for establishing and maintaining working
relationships with clients for employment resources as well as enhancing client
employment skills. This position is supervised by the Program Director or
Program Manager Clinical.
19
Dietary
Manager : is responsible for the management of the food service department and
the delivery of food services. This
position is responsible for food supplies, preparation, and nutrition. A
licensed dietician reviews all menus.
This position hires, trains, and supervises the Food Service
Assistants. This position is supervised
by either the Program Director or Program Manager Residential.
20
Food
Service Assistan : is responsible for delivery of food services. This position is responsible for food
preparation, serving, sanitation, and nutrition. This position is supervised by the Dietary
Manager.
21
Program
Supervisor : is responsible for development and delivery of services for either
the Community Service or Misdemeanor Probation Programs. Provides direct client
services. This position is supervised by the Program Director.
22
Licensed
Practical Nurse : is responsible for providing nursing services to the
residential clients. Is responsible for providing medication certification to
staff as well as oversight of medication administration. This position is
supervised by the Program Director.
23
Maintenance
Specialist : is responsible for conducting oversight of all maintenance
operations at designated facilities. This person is also responsible for
repairing and replacing furniture, fixtures, equipment, buildings and grounds.
This position is responsible for taking care of agency vehicles. This position is supervised by the Director
of Operations for Fargo and Program Manager for Mandan.
24
Residential
Specialist II : is responsible for being the lead staff person on each shift,
ensuring that all shift duties are completed. Provide direct resident and out-client
services. This position is supervised by the Program Manager-Residential.
25
Residential
Specialist I : is responsible for providing direct residential and out-client
services. Carry out duties associated with direct care, security, supervision,
and accountability of clients. This position is supervised by the Program
Manager-Residential.
26
House
Keeper : this position is responsible for cleaning of assigned areas of a
facility. This person is supervised by the Program Manager.
Source:
0 komentar:
Posting Komentar