CHAPTER III
THE DESCRIPTION OF THE TOPIC
This chapter contains the explanation about business letter in general.
Since the writer only focuses on invoice letter, this chapter is going to explain
about the comparison between invoice letters.
3.1 The Comparison of Invoice Letter in Entertainment Field
In business, letter is an important thing for communication beside telephone
or email. Letter could be a prove if our partner does something that is out off the
deal.
The specification of this writing is about Invoice letter. An invoice letter is a
simple cover letter that goes with a formal invoice to a company that owes the bill.
The letter might to help clarify debt or give firm demands for payment, especially
in the case of deadbeat client. An invoice letter can also be used by the recipient
of goods and services to explain why an invoice has not yet been paid.
To avoid the misunderstanding between seller and buyer, the company
should write an invoice letter. It will help the seller to remind the buyer and also
to give the information about the rule of payment. There are some important rules
in writing an invoice letter. After writing an invoice letter, we should make an
invoice form as an enclosure. Invoice form contains information which the
customer requires. For invoice letter, it is like other business letter which consists
of head letter, date, name and address of client, salutation, body, signature. Below
Here is the sample of Invoice Letter based on the theory above :
INVOICE LETTER
Nokia Company
231 21st street New York
Phone: 78122211 email: nokiacompany@yahoo.com 9th July 2012
Sunrise.Inc
123-124 Sarijadi street Bandung West Java Indonesia
Dear sir/madam
Thank you for your letter 7th July and really appreciate of your interest to our products.
We also have received the introduction letter from your bank and your company’s letter.
We are please to inform you the items that you ordered will shipped on August 2012. for detail information, please check on invoice form which is attached to this letter.
We hope that you will satisfy and allow us to carry out your order again in the future.
Yours faithfully For Nokia Company
Invoice letter is always followed by invoice form. In English Commercial
Practice And Correspondence, C E Eckersley and W Kaufmann stated that every
Invoice ought to contain the following details :
(1) name and address of the customer ;
(2) date ;
(3) order number ;
(4) description of good or quality ;
(5) piece number ;
(6) quantity ;
(7) price ;
(8) extension ;
(9) total ;
(10) method of dispatch ;
(11) terms;
(12) Value Added Tax on all their invoices ;
(13) VAT registration number and
(14) Tax Point
Below is the sample of Invoice form based on the theory of English
INVOICE
1)Messrs. R. L. Street & Co. Ltd., No. 86460 156, North Street,
Chester, CH2 IGS
Bought of 2) 13th December 1990
Weavewell Woolen Co. Ltd. Victoria Street, London, EC4X ISH
13) VAT Registration No. 912 3456 78
3) Your Order No. 1025 14) Tax Point : 13th December 1990
4) Quality 5) Piece 6) Length 7) Price 8) Extension
9009 96234 20 yds. 1.91 38.20
7524 94948 20 yds. 1.75 35.00
8347 99642 20 yds. 1.89 37.80
2428 87394 20 yds. 1.84 36.80
147.80 12) VAT @ 10% on discounted price * 9) 14.41
(Tax strictly NET) 162.21
10) By Passenger Train 11) Terms : 30 days/ 2,5 %
From the theory there are fourteen points in Invoice form, however there are
also points that we can remove if it is not important enough. From this case, the
writer found that even invoice letter has its own rules. The Invoice form can be
written differently from each other.
Things that make invoice be written differently from each other is about
contain and information in the letter. In this report, the writer will compare the
difference between invoice forms. The data were taken from the place the writer
did the job training. Before comparing the invoice, the writer will give an
explanation for the fourteen points, as follows :
No Points Explanation
1 Name and address of
the customer
Name and address the recipient, buyer, or
customer.
2 Date It is the date of the letter made.
3 Order number The number of order will help the seller to
recognize that order by seeing the order number.
It also shows how many orders that the seller
have.
4 Description of the
goods or quality
Describe the goods by listing the color, size,
6 Quantity The quantity of the goods.
7 Price It is show the real price from the seller before get
the discount or tax.
8 Extension
9 Total Total of the bills that buyer or customer should
pay after get the discount or tax.
10 Method of dispatch The method that will be use to delivery the
goods. It could be by air, land, or sea.
11 Terms Terms of the payment. The customer should pay
in time based on the deal.
12 VAT Value added tax.
13 VAT registration
number
The number of VAT registration.
14 Tax point The exact date of supply.
Based on the explanation above, the writer will show the differences
Points Data 1
1 Name and address of customer
2 Date
4 Description of the goods
7 Price
9 Total
10 Method of dispatch
11 Terms
12 Tax
Points Data 2
1 Name of the customer
2 Date
3 Invoice Number
4 Description of the goods
6 Quantity
7 Price
9 Total
10 Method of dispatch
11 Terms
From Data 1 and Data 2, the writer sees the differences clearly. It is not only
the points but also the style of writing the letter. Both of the data have different
points because they have different information. The points that mostly appear are
points number 1, 2, 4, 7, 9, 10, 11, and 12. However, there are still different points
that are showed in each data.
Data 1 is not put invoice number, description of goods or quality, extension,
VAT, VAT registration number, and exact date of supply. Since it is not about the
order of goods, there are some points removed.
Data 2 is more complete than data 1. The writer concludes that data 2 is
almost complete since it follows the rules from the theory. The points which are
do not exist in data 2 only description of goods, piece number, extension, VAT
registration. The difference between invoice data 1 and data 2 are not only about
the points which exist or not, but the design of the letter also make them look
different. The design of invoice also should be attractive and creative. As stated
by Ferd Nuheim :
Will my letter be read? Every writer off business letters faces this question.He faces an additional and more important question : Will my letter be read with full attention? ( 1998:19)
The statement above shows that we must be more creative in writing a business
letter so that the more reader read it carefully the more we can avoid the
misunderstanding.
Basically, both of the data have the same purpose since they come from
the same company. Data 1 and data 2 do not explain about the goods but the
different from the theory which the writer uses. The difference appears since
Heaven Records is from the entertainment field, so their invoice letter mostly
about the payment of artist or band and their accommodations. That is so different
from the theory which the writer got, the theory mostly explains about the invoice
letter for formal business.
3.2 Problems and Solutions
The writer found a difficulty in understanding the invoice letter that the
writer get from Heaven Records because they are different from the theory that
the writer learnt before. From the theory, invoice letter has the rule, it states that
invoice letter has fourteen important points but invoice letter from Heaven
Records do not have the whole points. It is hard to understand the invoice letter
because they have a variety form.
To treat the problem, the writer has to understand about the theory of
invoice letter first. The writer should really know the rule and the purpose of
writing invoice letter. After that, the writer compares the invoice letter from the
theory and the invoice letter from Heaven Records, then looks at the points that
mostly appear in both letter. From the comparing of the invoice letter, the writer
states that although every invoice letter is different each other but the important
CHAPTER II
THE BUSSINES OF HEAVEN RECORDS
2.1 The Description of Heaven Records
Heaven Records is a company which is run in entertainment field. The
main business of Heaven Records is a record label. Heaven Records was
established on April 2006 in Bandung. The founder are Muhammad Pandji
Prayoga, Yudha Tenggara, Decil Christianto, and Aditya Pratama. The office of
Heaven records is located at 119a Dr. Setiabudhi street, Bandung. It has 19
employees who master at their own position. As the grown of entertainment
industry, Heaven Records makes an adjustment in order to follow the market
needs. They work in the new field and tried to develop the company’s business.
On 2010, Heaven Records officially opened their new field such as:
1. Domestic and International artist agency. This agency has responsibilities as
follows:
- Handling fee negotiation with domestic or International artist management
- Being representative for artist or management in importance to the concert
or the advertisement.
- Following the standard operational procedure (SOP) of artist.
2. Event Organizer. This agency has responsibilities as follows:
- Making a plan
- Managing the event
3. Artist Management. This agency has responsibilities as follows:
- Managing artists who work under Heaven Record
- Promo artist
- Production ( CD, Merchandise, Video clip)
- Selling the product
4. Entertainment PR agency. This agency has responsibilities as follows:
- Handling the promotion for artist who is outside the management of Heaven
Records
5. Artist development. This agency has responsibilities as follows:
- Finding new talents
- Preparing artist before being promote
6. Merchandise. This agency has responsibilities as follows:
- Making the merchandise for Heaven Records
- Making the merchandise for the bands under Heaven Record’s management
In Heaven Records, the writer was in Artist Management agency. This agency
promotes and manages artist. The writer took a responsibility as a person who
promote artist on social media and also handled the report of some transaction
2.2 Position and Coordination
2.2.1 Job Position
The position of the writer in Heaven Records was in Promo and
Marketing. The jobs that were given to the writer including making business
letter, replying bussiness letter, translating and filing documents.
2.2.2 Coordination
During the job training process, the writer coordinated with the staff of
Artist Management Division. The writer managed a business letter between the
company and the client.
2.3 Responsibilities
The writer did the job training for about two months in Promo and
Marketing Division. In Heaven Records, promo and marketing are very important
job. The writer did the promo of the big event from Heaven Records which called
‘HeavenRawkTour 2012’ on social media like facebook, twitter, tumblr, and blog.
Beside that the writer also did many things which are related to the business letter.
However the writer’s job desk is on promo and marketing, the writer’s job mostly
related to the payment of the artist then made an invoice letter for every
transaction.
1.1 Background to the Topic
Business letter is an important thing for communication to every company
beside telephone, telex, or telegram. The advantage of using a letter is we can
reach our client who are far away or live in other country. Although the best way
to communicate and get information is face to face with our client, communicate
with client by using letter is so much helpful. In this report, the writer is going to
explain about invoice letter which is one of kinds of business letter. Invoice letter
is a letter from seller to buyer, the seller uses the invoice letter to make sure that
there is no mistake or misunderstanding between them about the product and the
price.
In describing invoice letter, the writer uses the theory about the letter from
‘English Business Correspondence’ by Suryanto and Hetty Rachdiana S. In the
book, Suryanto & Rachdiana stated that :
The seller should send an invoice letter to the buyer in order to avoid the
mistake. Therefore invoice letter has to contain information that buyer needs.
Invoice letters are always followed by invoice form. In the form, there are points
which can not be removed in writing invoice letter such as name and address of
the sender, date, name of the recipient, invoice number, order number, description
and quality, size, quantity, unit price, amount, extention price, total price, discount,
charge of packing, terms of payment, method of dispatch, and marks on the bale.
In writing an Invoice Letter, there are contains that could not be removed.
We have to stick with the rule. The different information makes differences
between Invoice letter itself such as the style of the letter or the design of the
letter. In this report the writer will try to compare the difference of the Invoice
Letter made by Heaven Records Company and the theory that the writer has been
taught. Therefore, the title of this report is ‘The Comparison of Invoice Letter in
Entertainment Field’.
1.2 Scope
This report compares the difference between invoice letters. The data are
1.3 Objectives
The purposes of writing this topic are :
1. To explain about Invoice letter
2. To compare the difference between Invoice letter
1.4 Significant to Knowledge
This report is going to explain about Invoice Letter. The writer hopes that
this paper will be useful for the readers to expand their knowledge about the
differences between Invoice Letter. The writer also expects that this paper will be
a good reference for students who learn about Commercial English subject.
1.5 The Framework of the Theory
Writing business letter or formal letter is different from informal letter.
Business letter uses a formal word and for some reader perhaps it is not attractive
enough to read. Then it must be good if we know how to make the business letter
informative and make the reader want to read more about our letter. As Ferd
Nauheim stated that :
In this report, the writer will focus on Invoice Letter. Invoice Letter is a
kind of business letter which gives an information between seller and buyer.
Invoice Letter generally has points that we should put on the letter such as; Name
and address of customer, date, order number, description of the goods, price,
quantity, total, method of payment. In reality, Invoice Letter could be different
from the theory above. Therefore, the writer will try to compare the differences of
the Invoice letter that the writer got from Heaven Records and Invoice Letter from
the theory in English Business Correspondence by Suryato and Hetty Rachdiana S.
1.6 Method
The method used in this paper is descriptive comparative method. The
writer will make a description about invoice letter, then compare the difference
between invoice letter that the writer got from Heaven Records.
1.7 Place and time
This job training was held in Heaven Records at 119A Dr.Setiabudhi street,
REFERENCES
Eckersley, C.E. 2004. English Commercial Practice and Correspondence a First Course for Foreign Students. UK: Longman.
King, F.W. and D. Ann Cree. 1962. English Business Letters. UK: Longman Group Limited.
ABSTRACT iv
ABSTRAK v
ACKNOWLEGDMENTS vi
CONTENTS vii
CHAPTER I : INTRODUCTION 1.1Background to the Topic 1
1.2Scope 2
1.3Objectives 2
1.4Significant to Knowledge 2
1.5The Framework of the Theory 3 1.6Research Method 4
1.7Place and Time 4
CHAPTER II : THE BUSINESS OF HEAVEN RECORD 2.1 The Description of Heaven Record 5
3.1 The comparison of Invoice Letter in Entertainment 8
Field
3.2 Problems and Solutions 19
CHAPTER IV: CONCLUSION AND SUGGESTION
4.1. Conclusion 20
4.2 Suggestions 20
REFERENCES 21
APPENDICES 22
Praise God for the blessing in writing this job training report. The writer
also did not forget that this report would never be done without support and pray
from many people. Therefore, the writer wants to dedicate her appreciation to the
following:
1. M. Rayhan Bustam, S.S., the writer’s advisor who helps and leads the writer to accomplish this report.
2. Dr. Juanda, The head of English Department
3. Asih Prihandini, S.S., M.Hum., the coordinator of job training, for guiding
all students who conducted the job training.
4. The Promo and Marketing division of Heaven Records who gave the
opportunity to the writer to have a job training there.
5. All the writers’ friends, who always support and motivate the writer when arranging this paper.
Hopefully, this report would give an advantage for those who read. The writer still
needs the critic and advice from the readers.
JOB TRAINING REPORT
Submitted to fulfill one of the course requirements
REISA YUNITA CAROLINE 63707808
ENGLISH DEPARTMENT FACULTY OF LETTERS
1. Student’s Profile
a. Name : Reisa Yunita Caroline
b. Address : Jl.Jend. Sudirman no 1c Cimahi
c. Place and Date of Birth : Bandung, 16 June 1989
d. Sex : Female
e. Religion : Protestant
f. Phone : 082118011145
g. E-mail : r.y.caroline@gmail.com
2. Educational Background
2.1Formal Education
No Year Institution
1 1994 - 2000 SDN Sudirman II Cimahi
3 2000 – 2003 SLTP Negeri 8 Cimahi
4 2003 - 2006 SMK Negeri 3 Cimahi
5 2007 - Now
English Department
2.2 Seminar & Achievement
No Year Seminar/Achievement
1 2009
Copywriting as a Creative Thinking Seminar and
Workshop (Certified)
2 2010 Translating and Interpreting Workshop (Certified)
3 2010
Copywriting and Consumer Behaviour Seminar
(Certified)
4 2011 Feminist, Feminine, and Text Seminar (Certified)
5 2011
The Seminar and Workshop of Semiotics in Literature
and Media (Certified)
6 2011 Copywriting Linguistics on Media Seminar (Certified)
7 2011
Building Confidence in Delivering Public Speech
Seminar (Certified)
8 2012
“Kreatif Menulis, Rejeki Tak Akan Habis” Talkshow
2.3 Competency
There are some competencies that the writer has. They are as follows:
a. English Correspondence
b. Good at English both oral and written
c. Operating Computer ( Ms.Office , Adobe Photoshop, Macromedia, and
Internet)
3. Organization and Work Experiences No Year Organization
1 2006-2007 Sales Promotion Girl
2 2007-2008 HIMA
3 2009 Freelancer Event
4.1 Conclusion
After finishing the research, the writer concludes that invoice letter is a
means of communication beside telephone, telex, or email. Based on the theory,
the invoice letter has its rule such as as name and address of the sender, date,
name of the recipient, invoice number, order number, description and quality,
size, quantity, unit price, amount, extention price, total price, discount, charge of
packing, terms of payment, method of dispatch, and marks on the bale. However,
invoice letter from Heaven Records are different from the theory. There are points
which do not appear. The writer compares invoice between the invoice letter from
the theory and from Heaven Records. After that, the writer concludes that writing
invoice letter is depends on kinds of the company. In this case, the writer did the
job training in Heaven Records which is run in entertainment field, so it will
different from invoice letter in the theory.
4.2 Suggestion
After finishing this research, the writer has some suggestions for the
students who will take the research about business letter. The student should know
first about kinds of business letter then choose one of them to be more specific in
writing the report. The student should take the data which have never been used
