Improving The Business Letter Format of Barelatama Tekindo.

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Maranatha Christian University

ABSTRACT

“Memperbaiki Format Surat di Barelatama Tekindo” merupakan topik yang saya pilih dalam tugas akhir ini. Topik ini dipilih berdasarkan pengalaman saya dalam program magang yang berlangsung selama 30 hari di bagian administrasi Barelatama Tekindo. Tugas akhir ini akan membahas permasalahan Barelatama yang tidak memiliki format surat bisnis yang layak. Saya akan menguraikan masalah yang dihadapi Barelatama, akibat dari masalah tersebut, hingga solusi yang dapat digunakan oleh Barelatama untuk mengatasi masalah surat-menyurat. Seperti yang telah disebutkan dalam sebelumnya, Barelatama tidak memiliki format surat bisnis yang layak. Barelatama tidak memiliki format surat bisnis yang layak karena dua (2) buah alasan. Pertama, format surat bisnis yang digunakan saat ini merupakan hasil jiplakan dari surat-surat yang mereka terima. Kedua, staf administrasi Barelatama yang tidak memiliki keahlian dalam menyusun surat-surat bisnis, khususnya dalam bahasa Inggris. Akibatnya, Barelatama mengalami kesulitan dalam melakukan bisnis dengan klien-klien mancanegara. Untuk mengatasi masalah ini maka saya mengajukan tiga (3) solusi: memberi tugas kepada staf administrasi untuk melakukan penelitian mengenai format surat bisnis yang layak, merekrut seorang staf administrasi baru yang memiliki

kemampuan dalam menyusun surat bisnis, atau membeli program penulisan surat.

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Maranatha Christian University

CHAPTER I

INTRODUCTION

A. Background of the Study

Communication is one of the most important things in the world of

modern business. Along with the development of modern business, the

methods of modern communication also vary. Communicating through

email, fax, cellular phone, telephone are some of the examples of modern

communication methods that are used these days.

Despite the modern communication methods available today, many

companies still use business letters to communicate with their business

relations. Letters are one of the means of communication to send out

written statement or information from one party to another (Bratawidjaja 5).

Taylor also says that business letters are an ambassador for a company

(51), that is why there are many considerations in composing business

letters. According to Mintorogo (158), there are some considerations that a

company should be aware of when they compose a business letter. These

considerations will be given later in chapter II, Problem Analysis.

Barelatama, a company that specializes in technical service,

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business letters to communicate with their business relations. In late 2006,

Barelatama began to establish contact with foreign clients from Singapore,

and Switzerland. There are two reasons why I do my apprenticeship

program at Barelatama. The first is because Barelatama still uses

business letters to communicate with their foreign clients. The second

reason is because one of Barelatama specialities, that is technical service,

is also the field that I have been dealing with for the last 5 years.

During my apprenticeship programme at Barelatama, I was assigned

as one of the staffs at the administration department. The administration

department is in charge of composing and documenting Barelatama

business letters. I was responsible for handling some of Barelatama

business letters such as business proposal of services. After doing an

interview with one of the administration staff, I found out that since the first

time the administration department has started composing letters for

foreign clients, the staff still faces many problems that still have not been

solved until now. I found out that the format of their business letters were

taken from various business letters that the company received in past

times. The staff then uses it as Barelatama business letter format without

considering how a business letter should be.

Barelatama problem with business letters is also closely related with

Barelatama administration department. Barelatama problem happens as

the result of the administration staff not having proper knowledge in

composing business letters. Shurter says that there are three qualifications

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1. Being aware with the situation of the company

2. Mastering written language

3. Having proper knowledge about composing letters

The administration staff at Barelatama has been working there ever since

the company establishment. However, in composing business letters in

English the staff does not have proper knowledge of English and also of

composing business letters. As a result, Barelatama business letters do

not use any reference number, the staff purely adopts other formats into its

own format, and it does not apply the formal and proper language too.

Business letters with a fixed format is very important to establish and

maintain relationship, especially with Barelatama foreign clients. Incorrect

use of business letters can result in the company adopting an

inappropriate tone, causing offense or misunderstandings, lack of clarity or

purpose and hostility or soured relations (Trawick 5).

B. Identification of the Problem

There are some points that I am going to analyze in this term paper.

These points are:

1. What kind of business letter format that is currently used in

Barelatama?

2. Why does Barelatama have problems with its business letter

format?

3. What suggestions that can be used to improve Barelatama

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C. Objectives and Benefits of the Study

This term paper is written to provide a helpful suggestion for

Barelatama in improving communication with their foreign clients through

business letter. The suggestion that will be made at the end of this term

paper is meant for Barelatama so that it can have a standardized business

letter format that can be used to establish and maintain relationship with

both new and existing foreign clients.

This term paper also provides me with an opportunity to practice my

English skill one step further and to help me analyze a problem and find

the best possible solution. Furthermore, it is expected that this term paper

will give me suitable knowledge, and as a stepping stone to continue my

education to the next degree, the English for Business Professionals

Programme.

Last but not least, it is also expected that this term paper will be useful

for other students who will do their apprenticeship programme, and will

give the readers some information about the real working environment.

D. Description of the Institution

Barelatama Tekindo was established on November 1999 by Mr. Barlian

Oemar who was also supported by his own brother, Emiel Oemar. The two

of them agreed to set up Barelatama office and workshop at Jl. Cidamar 3,

Bandung. Barelatama offers three kinds of services: technical service,

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Barlian Oemar will act as the owner and Mr. Emiel Oemar as the

operational manager. Barelatama is also supported by four other people

who have been Mr. Barlian’s partners for many years.

In late 2006, Barelatama widened the company target market by

establishing contacts with foreign clients. At first, Barelatama tried to

establish contacts with the foreign clients through their known associates.

A number of foreign clients then decided to make use of Barelatama

services. However, Barelatama wanted to obtain more of foreign clients,

therefore in mid 2007, Barelatama decided to make more efforts in

contacting foreign clients by composing letters, proposals, and so on.

Since then, Barelatama has performed many services for foreign clients

from England, Switzerland, and many other countries. Until now,

Barelatama clients are dominated by foreigners. High quality services with

competitive price are two important factors that made Barelatama one of

the best companies in Bandung.

E. Limitations and Method of the Study

The problem stated in this term paper is taken from a real working

situation at Barelatama. The observation had been made since my first

day of apprenticeship until the end of my programme there. Out of so

many valuable experiences, I decided to choose two points for my

analysis. The first one is the current business letter format that is being

used at Barelatama and the impacts that are received by Barelatama as a

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improvements in Barelatama business letter format and in the

administration department. These improvements will be made so that

Barelatama can have proper business letter format.

The first point will be analyzed using theories about communication,

especially communication through letters. The second point will be

analyzed using theories about the roles and qualifications of an

administration department staff in a company from the library research.

The theories are taken from various sources; textbooks, and internet

sources.

F. Organization of the Term Paper

Chapter I, the Introduction provides information about the problem.

Chapter II, Problem Analysis, discusses things that cause the problem and

the effects as results from the problem. Chapter III, the Potential Solutions,

provides comparison and contrast of the three potential solutions that

might solve the problem. Chapter IV, the Conclusion, provides us with one

chosen potential solution to overcome the problem. This solution is

proposed based on the analysis of the previous chapters. The final part of

this term paper is the bibliography that contains all of the printed sources

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CHAPTER IV

CONCLUSION

Barelatama does not have a proper BLF and the administration staff

does not have the ability to compose proper BLF. Based on the analysis

on Barelatama BLF and the administration staff who is in charge of

handling the letters, Barelatama surely needs to improve its BLF. An

improvement in Barelatama BLF will benefit Barelatama in dealing with

foreign companies. After analyzing the positive and negative effects of the

possible solutions, the solution to improve the BLF at Barelatama is by

recruiting a new staff for the administration department with proper

knowledge. The new staff will be in charge of handling business letters in

English on the administration department.

There are two things that Barelatama should consider if they choose

this solution. First, it will take some time to look for the new administration

staff. Second, Barelatama will have to pay the staff’s salary regularly. It

means that Barelatama should add the new staff’s salary on its monthly

expenses. However, the amount of time and money that Barelatama

invested in hiring the new administration staff will give the company many

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Barelatama with a fixed BLF that can be used in all Barelatama letters.

The new staff can identify the mistakes in Barelatama BLF and change it

into proper BLF. The new staff will be able to provide Barelatama with the

necessary letters in dealing with foreign companies such as:

acknowledgement and acceptance of orders, contract proposal for

services, purchase order, and so on. With the new staff knowledge in

composing business letters in English, he or she can compose letters

according to the needs of the company. This will benefit the company in

dealing with foreign clients for this moment and for the future because

Barelatama can provide these letters when other foreign companies ask.

Third, Barelatama should also consider their foreign clients. It is obvious

that with the current BLF, Barelatama has to deal with many problems in

dealing with its foreign clients. If Barelatama wants to have better

relationship with its current and new foreign clients, one of the most

important things that Barelatama should improve is its BLF. Finally, with

the new staff ability to compose BLF properly and to provide Barelatama

with necessary business letters will surely affect the image of the

company. These improvements in Barelatama BLF will benefit the

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BIBLIOGRAPHY

Printed Sources

Bratawidjaja, Thomas. Surat Bisnis Modern. Jakarta: 1st ed. Erlangga.

1993.

Mintogoro. Dasar-dasar Pengetahuan tentang Manajemen Perkantoran.

Jakarta: Binaaksara. 1998.

Shurter, Robert L. Written Communication in Business. 3rd ed. Singapore:

Pearson-Prentice Hall. 2003.

Taylor, Shirley. Communication for Business. 3rd ed. England: Pearson

Education Ltd. 1999.

Electronic Sources

Cyssco. Business Letter Ettiquette. www.buzzle.com. 2008.

Cresci. Business Letter Format. www.WriteExpress.com. WriteExpress

Corporation. 2008.

Trawick. Writing the Basic Business Letters. Owl.english.purdue.edu. The