Probably, everyone at least once had to deal with the need to write a business letter. When compiling it, you involuntarily come to the conclusion that it is not at all easy. There are many rules and regulations for writing business letters that you need to know. The article describes in detail the process of drafting a document, provides samples of a business letter, discusses their types and design.
Form
Ready-made forms will give solidity and indicate the reliability of the company. They contain necessary information about an organization such as:
- Name.
- Address.
- Contact phone numbers.
- Website.
- Email.
- Logo.
- Other contact details.
There are no strict rules on the forms. Therefore, each organization independently decides what information to put in them.
How to write business letters correctly? Training
Business letters are written and drawn up in a certain way, obeying their inherent rules and requirements. Depending on the goal, the author thinks through the content in detail in order to get the result he calculates. He must clearly understand what information the addressee already knows on the subject of the letter, what to proceed from and what will be new in it. Arguments depend on what purpose the author pursues. The process of preparing a business letter can be divided into the following stages:
- The study of the issue.
- Writing a draft letter.
- His agreement.
- Signing.
- Registration.
- Sending to the addressee.
Structure of business letters
When compiling a letter, it is necessary to saturate it with information, that is, put all the necessary information there. It can be simple or complex. In a simple letter, the content clearly and concisely displays information that generally does not require a response from the addressee. Complex may consist of several sections, paragraphs and paragraphs. Each paragraph presents one aspect of the information. Samples of this type of business letter usually consist of an introductory, main and final parts.
Below is an example of writing a business letter - its introductory part.
The main part describes situations, events, their analysis and evidence. It is in this part that they convince that it is necessary to act in one way or another, prove how things were and inform about the need to participate in any event, citing various arguments.
The conclusion contains conclusions that are made in the form of proposals, requests, reminders, refusals, and so on.
An example of writing a business letter - its final part - is presented below. This summarizes the requirement stated in the main.
All information provided should be optimally consistent and understandable for perception.
Each email starts with a center-aligned message. This little part is extremely important. When choosing it, the author should consider:
- The position of the addressee.
- The nature of the relationship.
- Officiality.
- Etiquette.
The letter must end with a polite form. For example: "...I express hope for further cooperation (thanks for the invitation)...". These phrases are followed by the signature of the author.
Style
All letters must be in a formal business style, which means using the means of speech for official business relations. The features of such a language are formed under the following circumstances:
- The main participants in business relations are legal entities, on behalf of whose managers and officials letters are written.
- Relationships in organizations are strictly regulated.
- The subject of communication is the activity of the company.
- Documents of a managerial nature generally have a specific addressee.
- Often in the course of an organization's activities, the same situations occur.
In this regard, the information contained in the business letter should be:
- Official, impersonal, emphasizing the distance between the participants in communication.
- Address, intended for a specific addressee.
- Current at the time of writing.
- Reliable and impartial.
- Reasoned to induce the recipient to take any action.
- Complete for decision making.
Requirements
A business letter must meet the following requirements:
- Speech is standardized at all levels - lexical, morphological and syntactic. It contains many turns, terms and formulas.
- The tone of writing is neutral, restrained and strict, without the use of emotional and expressive language expressions.
- The accuracy and clarity of the text, without logical errors, the clarity and thoughtfulness of the wording.
- Conciseness and brevity - without the use of expressions that carry additional meaning.
- The use of language formulas formed as a result of repetitive situations.
- The use of terms, that is, words or phrases that have special concepts.
- The use of abbreviations, which can be lexical (that is, compound words formed by removing letters from parts of words: OOO, GOST, and so on) and graphic (that is, the designation of words in abbreviated form: grn, zhd, etc.).
- The use of constructions in the genitive and instrumental cases.
- Phrases with verbal nouns ("support" instead of "support").
- Using simple common sentences.
The above examples of a business letter below are shown in the full version (with the main part). The information meets all the requirements of the official business style.
Types of business letters
It is best to write a business letter on any one specific issue. If you need to solve several issues at once, it is recommended to draw up several different options.
Business letters can be in their content:
- Accompanying. Such letters are usually needed to inform about where to send the documents.
(How to write a business letter? A sample cover letter will help those who need to write this kind of document.)
- Warranty. They are written to confirm any promises or conditions. It can be guaranteed, for example, payment for work, rent, delivery times, and more.
- Thank you. They have been used more and more frequently in recent years. Such letters demonstrate the good tone of partnerships. They can be issued on a regular letterhead or on colored paper with a beautiful print.
(How to write a business letter? A sample of a thank-you variety is drawn up in free form, depending on the tasks that they solve. this case the letter in the shortest form expresses its essence. Such a sample, made on colored paper with an ornament, can hang on the wall in the company's premises in a place of honor.)
- Informational.
- Instructive.
- Congratulatory.
- Advertising.
There are also letters:
- Proposals about cooperation. Quite common in recent times, sent to organizations, are often promotional in nature, for example, like this sample. It is quite difficult to write commercial letters, you need to take into account many nuances so that they pay attention to it, and even more so get interested. But if you make it according to the model below, it has every chance of success.
- Invitations. They are sent, offering to participate in various events. Usually they are addressed to the leader or official, but they can also be addressed to the whole team.
- Requests.
- Notices.
- requests and many more.
How to write a response to a letter. Example
The answer should begin with a repetition of the request set out in the first letter. Then the results of its consideration are given and approval or reason for refusal is expressed. A business response letter may contain an alternative solution to the expected information. It usually follows the following principles:
- The presence of a link to the first letter and its content.
- The same language means.
- Comparable volumes and aspects of content.
- Compliance with a certain sequence.
Decor
In addition to using letterhead business letters, you need to take into account other subtleties in their design. These are details, rules for abbreviations, spelling of the address, heading, text length, field width and more.
Samples of a business letter help to compose it, taking into account all the subtleties and nuances. They are used by both novice clerks and experienced workers. Thanks to the samples, they learn how to write letters correctly and save a lot of time.
We conclude the "And that's all about him" series with an article on statements. This is a specific type of document, the content, the rules for compiling and the workflow of which depend on who is addressing and to whom.
In this article, we will consider three main types of applications:
- a business letter of application sent by one organization to another;
- an application sent by an individual to an organization;
- employee's statement to the employer.
We do not touch on one more type of statements - claims - because the secretary does not work with them.
All three listed types of applications have their own characteristics not only in the preparation and preparation, but also in office work.
business letter of application
The purpose of a business letter-statement, which one organization addresses to another, is to indicate the position of the sending organization, express its attitude to the issue, and offer a justification and procedure for resolving the situation. Questions are not asked in the statement, it contains the vision of the situation of one of the parties.
From the previous paragraph it is clear that “in peacetime” letters of application are usually not written, they are resorted to only on the verge of a conflict of interest or even a conflict between two companies in order to document and inform the other side of their attitude to the problem.
What kind of letter to choose?
The line between a letter of application, a letter of request or a letter of inquiry is quite thin. To be sure of right choice type of letter, you need to understand: will it declare about something or still it will be request do something to the addressee?
A business letter of application is drawn up on a letterhead and has a standard set of details for a business letter.
In accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” form of the letter contains the following details:
- organization emblem or trademark(service mark), national emblem Russian Federation or the coat of arms of the subject of the Russian Federation, if the institution has the right to place these signs on its forms;
- organization code;
- main state registration number(OGRN) of a legal entity;
- name of company;
- reference information about the organization.
When preparing an application as a type of business letter, the following mandatory details are drawn up:
- document date;
- registration number of the document;
- destination;
- title to the text;
- document text;
- signature;
- mark about the performer;
- a note on the execution of the document and sending it to the case (issued on a visa copy of the letter).
A mark on the presence of an application is issued if there is one.
Document approval signatures are drawn up on a visa copy of the letter, if the internal rules provide for the process of certification of draft letters.
The business letter of application is shown in Example 1.
Unlike a regular business letter, the text of the application does not begin with an appeal to the official - the addressee, but with the name of the type of letter. This emphasizes that the document does not simply convey information, but expresses the principled position of its author.
Office work of business letters of application is carried out as standard, in accordance with the internal rules of the sending organization and the recipient organization.
It is not known what the conflict of interests of the companies will lead to: whether it will be possible to resolve the case through negotiations or whether it will be necessary to involve lawyers and get involved in litigation, but in any case, the acceptance by one organization of a letter of application from another is tantamount to the fact that the first company is informed of the position of the second.
Application to the organization from an individual
Consider this document from the point of view of the host.
The paperwork of applications from individuals should be given special attention. The interests of applicants are protected by Federal Law No. 59-FZ of May 2, 2006 “On the Procedure for Considering Appeals from Citizens of the Russian Federation” (as amended on November 24, 2014; hereinafter - Federal Law No. 59-FZ).
It is a mistake to believe that its effect applies only to state bodies, local self-government bodies and budget organizations. This hasn't been the case for a long time. Back in 2013, this list was supplemented by organizations “entrusted with the implementation of publicly significant functions” . Nowhere is there a clear definition of what these functions are, but from the wording it is clear that this concept is quite broad and theoretically any organization whose clients are individuals can “fall under it”.
Unlike a business application letter, an application individual can be both a request, a request, and a claim. Let's look at the definition of the word "statement:
Our dictionary
Statement - a citizen's request for assistance in the exercise of his constitutional rights and freedoms or the constitutional rights and freedoms of other persons, or a report on a violation of laws and other regulatory legal acts, shortcomings in the work of state bodies, local self-government bodies and officials, or criticism of the activities of these bodies and officials persons.
The company can develop its own, convenient form of a standard application from an individual and post it in general access. But it is impossible to make this form mandatory and not accept the application just because it is not drawn up in the way it is “supposed”. People are not required to know that a company-designed application form exists, nor are they required to use the Internet to download the form. Federal Law No. 59-FZ defines the minimum set of information blocks in circulation:
extraction
from Federal Law No. 59-FZ
Article 7. Requirements for a written application
1. A citizen in his written appeal to without fail indicates either the name government agency or the local self-government body to which he sends a written appeal, either the surname, name, patronymic of the relevant official, or the position of the relevant person, as well as his surname, name, patronymic (the latter - if any), the postal address to which the response should be sent , notification of redirection of the appeal, sets out the essence of the proposal, application or complaint, puts a personal signature and date.
As you can see, the set is minimal, and we cannot oblige our applicants to even indicate their Cell phones. It is only possible to recommend that methods of operational communication be included in applications.
"You are free to choose..."
An individual can fill out an application as he pleases:
by hand or typed;
call it a “statement”, “appeal”, “requirement” or not call it at all;
write briefly and to the point or give your own detailed autobiography;
as well as send the document by mail or bring it in person.
The organization is obliged to accept the application if it contains the necessary minimum information.
The application of an individual, which has undergone primary processing in the office of the addressee company, is shown in Example 2.
Whether to single out the applications of citizens in a separate office work, the organization decides for itself. We recommend doing this if:
- applications more than 10% of the total volume of the incoming flow of documentation;
- specially authorized employees work on them (customer service center, claims department, etc.);
- according to applications from individuals, the organization conducts its core activities.
If an organization is used to working according to the rules of traditional office work, then it does not need to worry about meeting the requirements of Federal Law No. 59-FZ. AT standard conditions requests go through the same path as other incoming documents. The rules for working with them practically do not differ from the generally accepted ones and even allow some liberties in handling the application, in particular, three days can pass between the acceptance and the moment of its registration according to the law. The response is given 30 days from the date of registration of the written request.
Application for HR
A special layer of applications is personnel applications. The purpose of these documents is to express the request or will of the employee to the employer.
The form of personnel applications is relatively free. No one requires employees to know the nuances of designing details, so it is enough to observe the necessary minimum.
In our opinion, personnel applications should be written exclusively by the employees themselves by hand. There are no obligations on the part of labor legislation in this regard. But it is much more difficult to challenge a handwritten statement in court than one that was typed on a computer (only the author's signature is handwritten in it). In the latter case, the employee may claim that he was forced to sign a ready-made text.
- To whom from whom. The addressee of the personnel application is the employer - the first person of the organization in which the author of the application works. It was he who hired the author, and not the head of the personnel department, therefore the application will be written in the name of the head ( CEO, director, president, etc.) of the company. The surname, initials and position of the head are written at the top of the application sheet, closer to the right margin, in the dative case.
Since employees do not have their own form for letters, information about the author of the application has to be entered here. You should write your last name, first name, patronymic and structural unit in full. If the employee knows his personnel number - well, but this is not mandatory information.
Under this information, in the center of the line, the name of the type of document is written - an application, then the text of the application is set out from a new line - a request or an expression of the will of the employee. The application ends with the personal signature of the employee and the date the document was drawn up.
Question on topic
What is the correct spelling of the word "statement"?
There are two forms of writing the name of a document type: with an uppercase letter without a dot at the end (as in Example 3) and with a lowercase letter with a dot at the end.
The form of writing this word does not affect the legal force of the application. The second option is considered obsolete, but has every right to exist.
When should an employee make a request in a statement, and when is an oral appeal to the personnel department sufficient?
If a Labor Code speaks directly about the "written statement of the employee", then this question does not arise. In other cases, it is regulated either by the internal rules of the organization, or by expediency. For example, it is best to submit your request for amendments to documents in connection with a change of surname to an employee in writing, despite the fact that there are no special provisions labor law does not lead to this. Such changes are initiated by the employer's order, and the employee's handwritten statement with a copy of the marriage certificate attached will become the basis for issuing the order.
In large organizations, where there are several tens or even hundreds of people per employee of the personnel department, the employee’s request is accepted in the form of an application only so that the personnel officer simply does not forget about it.
In small companies, if the Labor Code of the Russian Federation does not require a written application, you can get by with an oral request or a conversation directly with the head of the organization, who can give instructions personnel worker to resolve the issue.
- Documentation of personnel applications. Human Resources employees need original copies of employee statements. Subsequently, as already mentioned, many of them will become the basis for orders on personnel. But the employee also has every right to follow the fate of his application and receive confirmation from the employer that he has accepted the document.
Important!
It is impossible to register an employee's application as an incoming document. This is often done simply because they do not know how else to confirm its reception.
Meanwhile There are two ways to register an application correctly.
Confirmation that the employer has accepted the employee's application may be:
- registration of the application in a special database. Place a personnel statement in the register internal documents also not recommended: it is very easy to violate the legislation on personal data. It is best for the secretary to have a special electronic register for personnel applications, service and explanatory notes and similar documents.
The registration number of the application is affixed to its copy. A copy along with the number is given to the employee. If the employee came with two copies of the applications, before putting down the number, the secretary must compare them (make sure they are identical);
- record of acceptance of the application, made by the secretary on a copy. If there is no registration log, and the employee insists on confirmation of admission, the secretary can make the following entry on a copy of the application:
The entry states:
- the fact of acceptance of the document;
- date (required!);
- position, personal signature and decoding of the signature of the employee who accepted it.
The employee's application is transmitted directly to the head of the organization, who reviews it and makes a resolution, for example:
To the personnel department. Prepare an order.
Davydov 17.09.2015
Summary
- Application - a document, the form and rules of workflow of which depend on its addressee and recipient.
- A business statement letter is intended to express the position of the sending organization on a controversial issue.
- An application sent to the organization by an individual is recommended to be processed in accordance with federal law No. 59-FZ.
- Statements in personnel office work are the written will of the employee and often serve as the basis for issuing orders on personnel.
According to GOST R 7.0.82013 “System of standards for information, librarianship and publishing. Office work and archiving. Terms and definitions” the addressee is the attribute of the document containing information about the recipient of the document (clause 67).
The requisite "Recipient" is used in business letters and internal information and reference documents (reports and memos, statements, etc.).
The requisite "Address" includes:
- name of the addressee (recipient of the letter);
- postal address or telephone number - fax, e-mail address.
The recipient of the letter can be:
- official / several officials;
- organization;
- structural subdivision of the organization;
- group of organizations;
- individual.
ADDRESSOR - OFFICIAL
According to GOST R 6.30-2003, initials are written before the surname of any official. If the letter is sent head of a government agency, then the name of the organization is included in the position, full name. are indicated in the dative case, the initials are written before the surname:
If the letter is addressed leader commercial organization , then the position includes the name of the organization indicating the legal form (in full or abbreviated form), the initials are written before the surname:
If the letter is addressed deputy head, the name of the organization is included in the title of the position. The surname is indicated in the dative case:
If the recipient of the document is head of the structural unit, then first the name of the organization is indicated in the nominative case, then in the dative case the name of the position of the person indicating the structural unit, for example:
According to paragraph 5.15 of the new GOST:
- when addressing a letter to an official, initials are placed after the surname;
- before the surname, it is allowed to use the abbreviation "Mr" (Mr.), if the addressee is a man, or "Ms." (Miss), if the addressee is a woman:
ADDRESSOR - ORGANIZATION
If the letter is addressed to an organization, then its name (full or abbreviated) is indicated in the nominative case:
When addressing a letter to an organization, its full or abbreviated name is indicated, for example:
Addressing to an organization is used in cases where the sender does not know who the head of the organization is, his surname, initials.
ADDRESSOR - STRUCTURAL UNIT
The document can be addressed to the structural unit of the organization. As a rule, this method of addressing is possible if the consideration of the issue to which the letter is devoted is within the competence of the structural unit.
When addressing a document to a structural subdivision of an organization, the name of the organization in the nominative case is indicated in the “Addressee” requisite, below - the name of the structural subdivision in the nominative case, for example:
What changes GOST R 7.0.97-2016? Nothing.
ADDRESSOR - INDIVIDUAL
The design of the “Address” requisite when conducting correspondence with individuals has its own characteristics. First, the surname in the dative case is indicated, then the initials and then the postal address:
What changes GOST R 7.0.97-2016? Nothing.
ADDRESSED - MULTIPLE ORGANIZATIONS
OR STRUCTURAL UNITS
A business letter can have multiple recipients. GOST R 6.30-2003 establishes a method for the generalized design of addressees when sending letters to several homogeneous organizations or to several structural divisions of one organization. There are two options for decorating props.
Option 1: specify several recipients in the “Address” attribute itself. This design option is used when a letter is addressed to an organization or official (this is the main addressee) and for information - to a number of other organizations or officials.
Addressing is executed as usual in the upper right corner as a listing of the details of the "Address" for each body / organization or structural unit of the organization.
In this case, the total number of recipients should not be more than four.
All addressees are drawn up on the document itself, the word "Copy" before the 2nd, 3rd and 4th addressees is not indicated.
All printed copies of the letter in this case are signed as originals. Each copy is sealed in a separate envelope, on which the postal address of a particular organization or structural subdivision is issued.
Option 2: specify the addressee in general, if we send a document to a group of organizations (heads of organizations) of the same type or in structural units(branches, representative offices, etc.) of one organization:
If the number of recipients in this case is more than four, an additional list is compiled for mailing the letter (mailing list), which indicates specific recipients and their addresses. This is noted in the props "Address":
There is no approved mailing list form. The form of the sheet can be fixed in the instructions for the office work of the organization. In fact, the mailing list is the “Address” attribute transferred to a separate sheet, which means that its content must correspond to this attribute. There are three information blocks in the "Address" attribute: the name of the organization, position, initials and surname. In the mailing list for the letter, we reproduce the same information blocks, but we place them in a line, and not on the right side of the sheet. You can also arrange the data in the form of a table. The order of the recipients can be arbitrary, but it is better to arrange alphabetically.
Information about the outgoing letter number, date is entered after its registration (Example 1).
All letters sent to a group of recipients have one outgoing registration number, the incoming number for all letters will be different.
What changes GOST R 7.0.97-2016? Nothing.
PLACING THE DETAILS "ADDRESSED" ON THE FORM
The requisite "Recipient" is located in the upper right part of the document (on a form with an angular arrangement of details) or on the right under the details of the form (on a form with a longitudinal arrangement of details). The location of the requisite "Address" is shown in Appendix B to GOST R 6.30-2003:
- on a form with a corner arrangement of details - Example 2;
- on a form with a longitudinal arrangement of details - Example 3.
What changes GOST R 7.0.97-2016? Nothing. The requisite "Recipient" remains in the same place.
TECHNICAL QUESTIONS
- Is it possible to separate the elements of the “Address” attribute with intervals?
The attribute "Address", as a rule, occupies several lines.
In clause 6.1 methodological recommendations on the implementation of GOST R 6.30-2003 (approved by the Federal Archives), it is said that the details of a document from several lines are printed with one line spacing. The components of the details “Recipient”, “Document Approval Mark”, “Appendix Mark”, “Document Approval Mark” are separated from each other by 1.5-2 line intervals.
A similar rule is contained in the new GOST R 7.0.97-2016 in Section 3, which establishes General requirements to the production of documents: “Multi-line details are printed with one line spacing, the component parts of the details are separated by an additional spacing”:
- How to align the "Destination" attribute?
The multi-line attribute "Recipient" is designed with alignment along the left border of the zone occupied by the attribute, or centered relative to the longest line, for example:
Any organization, be it a state plant, small shop or a huge holding, sooner or later there is a need to enter into correspondence. To do this, you need to be able to correctly write, format and send a business letter. In this article, we will analyze the types of business letters and talk about how to draw up the main details of this document.
First, let's define what types of business letters exist. Indeed, depending on this, the rules for writing letters also differ: what to write, how to write, to whom to write, and so on.
You can list several dozen varieties of business letters, but the most common are:
- information mail;
- transmittal letter;
- letter of guarantee;
- thank you letter;
- a complaint;
- claim;
- offer (not commercial);
- offer;
- invitation;
- congratulation;
- apology;
- message;
- statement;
- the confirmation;
- warning;
- notification;
- reminder;
- recommendation;
- refusal;
- order;
- request;
- reference;
- request;
- job offer.
There is another separate category of letters - these are court letters. We will not consider them, since only lawyers deal with such letters, and they know a lot about writing them. All the rest of the organization needs to know, especially those who work with the mail: if you get such a letter (it is marked “judicial”), keep both the envelope and the letter.
Business letter: structure
A business letter, among other things, differs from a regular letter in that it has a clear structure, which consists of the following parts:
- Destination.
- Letter subject.
- Title or title.
- Introductory part.
- Main part.
- Final part.
- Application (if any).
- Signature.
- Executor.
This is the most common format for business letters, but, of course, some points are subject to change.
Destination
This is the person we are writing the letter to. Here you can specify the name of the company, its leader, or the official with whom you are currently corresponding. In the case when a business letter is sent for the first time to an organization, the addressee is the CEO. A letter can also be sent to an ordinary person - an individual. There can be several recipients, but it is better not to put more than five. In this case, it would be more correct to do.
Depending on who we send the letter to, we arrange the details in different ways. If the addressee is the head of the enterprise, first of all, you should indicate his position, followed by the name of the enterprise and initials with a surname, and all of the above should be in the dative case.
to CEO
Energotras LLC
O.R. Zazublin
If the letter is addressed to a certain person at the enterprise, you must first write the name of the organization in the nominative case, then the position of the person, initials and surname, but already in the dative:
CJSC Butil-Express
production manager
R.N. Taburetkin
If the letter will be sent without a specific addressee to the organization, then indicate the name of the organization in the nominative case:
JSC "Mystic Pro"
If a business letter is intended for an individual, then first we write the surname in the dative case, then the initials, and on the following lines - the postal address to which the letter will be sent. If the postal address is unknown and the document is planned to be sent in some other way, we leave only the surname and initials:
Komarova S.V.
st. Polevaya, d. 5, apt. 457,
Moscow, 123456
You do not need to put a dot at the end or change the font, it should be the same as the text of the letter. The text of the attribute "Recipient" is aligned to the right.
Letter subject
This is a summary of the letter. You need to write it above the main text.
There are some documents in which it is not necessary to indicate the subject of the letter, namely: notification, complaint, claim, congratulations, letter of guarantee or warning. In all of these documents, the type of letter should be placed in the header, the only exception is for congratulations.
The text of the topic should not exceed 50 characters, it should be very short, but at the same time it is clear to write about what this document. Often, the topic can be expressed in 2-3 words, for example, "Request for information" or start with the preposition "about" and write in the prepositional case.
The theme font can be one point smaller than the main text font, but no more, and this is not required. Alignment should be left.
For example:
On the harmonization of the procedure for the actions of organizations in emergency situations
Information request
Heading or address to the addressee
The title or appeal is written in the center, one empty line from the subject of the letter.
It can be the title of the letter, which, in fact, replaces the subject. For the most part, this applies to complaints, claims, letters of guarantee, statements, warnings or notices. It can also be a personal appeal to the addressee of the letter.
If you write a title, it is better to type it in capital letters and put it in the center. You do not need to highlight the title in the form of an increase in font, it should be exactly the same as the body text. It is allowed to make the font bold:
NOTIFICATION
CLAIM
As for appeals, you should start with the word “Dear (s)”, then the name and patronymic of the addressee:
Dear Galina Viktorovna!
Dear Evgeny Borisovich!
If the name and patronymic of an individual are unknown, they are not replaced by initials, but are written like this:
Dear Mr. Petrov!
Dear Ms. Lisitsyna!
If the business letter goes to an organization, neither the surname nor the name and patronymic of the head of which are unknown to you, write neutrally “Dear colleagues” or “Dear gentlemen”. Do not forget to put an exclamation mark at the end, but only one, you don’t need to put them three or more times, showing your respect, it will look completely childish.
Text of the letter
The text of the letter is divided into three parts: introduction, body and conclusion. It doesn't have to be three paragraphs, maybe more. Each part of the text smoothly transitions into one another. If your organization does not have a corporate font for writing the body of the letter, it is better to choose the Arial or TimesNewRoman font, choose either 12 or 14 point size. You should start writing from the red line, justified. The text needs to be justified. It can consist of simple or complex sentences, and each of them must have some idea, not be empty. No "water" business style does not tolerate speech. Each paragraph begins with a red line.
Introduction
The introduction can point to the addressee's letter that came earlier, to which you are writing a response, or indicate that you had previously agreed with the addressee that you would send a letter. If a letter is written to a person for the first time and there were no agreements, the introduction can be skipped.
The introduction is one sentence or even part of it.
For example:
To your ref. No. 175-8/3-15 dated 05/25/2015 we inform you the following
According to our agreement…
Main part
This is part of the letter, where it is written about the main thing, that is, about the essence of the problem. Conventionally, it can be divided into two parts: "justification" and "request". The rationale states the reason for writing the letter, the "request" states what you want to achieve from the recipient of the letter.
"Request" should be written from a new paragraph and from a red line.
For example:
We are sending you for consideration a package of documents on the maintenance of the TC "Kometa" and the territory adjacent to it for June 2015.
We ask you to review the documents, sign them, certify the signatures with seals and send one set of documents to the address of Cleaning Systems LLC.
Conclusion
The letter must end with a politeness formula that smoothly flows into a signature, for example:
Sincerely,
With deep gratitude
Best wishes
The presence or absence of a closing phrase depends on how close you are with the recipient, and on corporate culture the author, and the content of the letter. If we take, for example, religious organizations, then they end their letters with rather voluminous and emotional phrases. But if you write “Respectfully” in the claim, it will not look appropriate. Therefore, you should consider whether such a phrase is necessary.
Depending on the situation, the type and text of the letter, the final phrase will either be or not. Since this phrase will be followed by a signature, you should put a comma, not a period. An exception is if the author of the letter managed to arrange the final formula in the form of a short but full-fledged sentence. Then a period or an exclamation point is put at the end.
You should not change the font, it should be the same as in the body of the letter. The politeness formula is written from the red line. You should deviate from the main part or list of applications by 2-3 lines, also aligned in width.
Signature
The red line is not drawn up here. The position is written on the left. If it is too long, it is better to break it into two lines. The initials and the surname are placed on the right, aligned along the edge. As a result, between the position and full name we get free place for signature.
For example:
Chief Architect of OAO Stroy-City A.D. Semenets
Head of Client Department
support LLC "Telecontact" A.V. Gavrilenko
Application
An application can be documents that are completely independent, carry certain information that is needed in the work. Be sure to indicate all attachments to this letter, number them, indicate the number of pages and copies.
If a business letter has attachments, they are written after the main text of the letter, through one empty line of the line. The word "Application" or "Applications" is indicated from the red line, after which you need to put a colon. If there is more than one application, then each of them is written on a new line and numbered. In the application, the name comes first, then the number of sheets, copies. Nothing changes in the design of the text, the font, size, and alignment remain the same.
For example:
Appendix: Application for participation in the festival for 1 sheet. in 2 copies.
Applications:
- Scale and criteria for evaluating sound files for 3 liters. in 1 copy.
- The plan of the training "Management conflict situations» for 2 l. in 2 copies.
Executor
Despite the fact that each business letter is signed by the head of the company or authorized by him officials, the correspondence itself is conducted by an ordinary ordinary employee, i.e. executor. It is his name and contact details that are indicated in this part.
Information about the artist is always located at the very bottom of the letter, in the last lines. The full name, patronymic and surname of the employee is written, with a new line his contact phone number, and even lower - the email address. We leave the font the same.
For example:
Edited by: Anton Solomonovich Leprikov
When the letter is completely ready, print it on letterhead and register, after which you can send it.
How to write a cover letter for documents? Let's start with the basic rules:
- on company letterhead;
- with date and registration number.
Let us consider in more detail a sample cover letter about sending documents, into which main sections the text can be divided and what information should be reflected in them. Letter Section Brief Description Example Introduction Summary About sending a response to a claim Title Subject defining its purpose Covering letter of documents to be transferred Appeal A specific appeal to the manager, preferably addressed, indicating the name and patronymic Dear Ivan Ivanovich! The purpose of the message Brief wording In response to your claim, I am enclosing confirmation that the stated requirements are met within the time specified in the Supply Agreement.
Transmittal letter
The request usually begins with such common phrases as:
- Please pass on.
- Please confirm receipt.
- Please inform.
- Please be guided.
- Please return.
Further, under the main text, there may be marks about the applications present in the document. They are needed in order to make it easier to process mail in the future, and there is less chance of losing the sent documentation. The final part of the cover letter contains:
- Sender's signature.
- The position of the sender.
- Surname, name, patronymic of the sender.
A cover letter is usually issued on a special letterhead of the organization.
Below is a standard form and a sample cover letter to the documents, a version of which can be downloaded for free.
Cover letter for documents
Important
Compiling an "accompaniment" should begin with an introductory phrase: refer to the number of the incoming request or state the essence of the issue on which the correspondence is going on. In the following paragraphs of the letter, it is logical to indicate the grounds for the document: legal acts, clauses of the contract, acts of inspections, instructions from regulatory authorities, and more. The statement ends with a request, proposal or demand.
After the text is drawn up, a list of attached documents is indicated with numbering, title and details, as well as the number of attached sheets. Required details cover letter to documents How to write a cover letter to documents, we discussed above. Now a little about its design.
- Document header.
Written on a solid form, well-written and correctly executed, it will not only make a proper impression on the addressee, but also perform a number of practical functions for the sender:
- explain to the recipient who is writing to him and why;
- will take on the informational role, freeing the attached documentation from the semantic overload;
- fixes in detail the list of attached documents;
- will save cash getting rid of redundant postal items with description;
- will serve as a compact evidence of the delivery of a whole pile of documents.
This is how useful the usual “accompaniment” can be with the right approach! How to write a cover letter for documents? Not everyone knows how to write a cover letter for documents, although it is important.
Polite App Signature:
- Delivery contract, number of sheets.
- Bill of lading, number of sheets.
- Work order, number of sheets.
- Photo of the installed banner, the number of sheets.
Head, Sidorova Maria Ivanovna. Name and contacts of the performer. An example of a cover letter for documents Employees of the enterprise have to not only send such requests to counterparties, but also receive them from them. It makes sense for clerks of enterprises to develop a Form for an incoming cover letter for documents.
It will be required if the counterparty provides the package without explanation. This often happens in cooperation with individuals, but also for legal entities this case is no exception. To optimize the workflow, the counterparty will be able to fill out the proposed form, in which he will indicate all the necessary information.
Attention
Yours faithfully, Maxim Kolesnikov, phone +7-985-23-56-89 To documents This letter is made in any form, but you need to take into account some points: The letter must be printed on company letterhead. In the upper right corner, indicate to whom the cover letter is addressed. In the upper left corner, the outgoing number should be printed with the date the letter was composed.
Be sure to write what you are sending the documents to the counterparty for. For example, if you send a delivery contract to the buyer, then indicate that you are asking the counterparty to familiarize yourself with its contents, and then send the contract by mail with the seal and signature of the manager. In addition, mention that in case of disagreement with some points, the buyer can draw up a protocol of disagreements and send it in two copies.
Sample cover letter for documents
The cover letter is an supporting document to the submitted resume. If you are sending your resume to foreign company with a worldwide reputation (brand), then the requirements for compiling the accompanying are quite high. The document must be drawn up on a separate sheet; all details, which, in particular, include the title, date of compilation, name and address of the recipient, signature, are affixed in accordance with the rules for processing business letters.
If information is sent to e-mail, then the cover letter, as well as the resume, should be attached to Word format. Table of contents How to writeTo a resumeTo documentsTo an agreementTo a writ of execution How to write Compilation of a cover letter is carried out according to the general structure of a business letter.
Director Petrov A.V. Petrov The cover letter is convenient because, firstly, the addressee will not be able to say that he did not receive some document, since the letter contains a description of the contents of the entire package of documents to be sent, and secondly, it contains instructions the recipient, which documents need to be signed and which copies to return. How to write a cover letter A cover letter usually begins with the words:
- We are sending you…
- We send you…
- We present to you…
The cover letter may also contain a request. In this case, the following patterns apply:
- Please confirm receipt...
- Please pass on…
- Please inform…
- Please return...
- Please be guided by ... etc.
A cover letter is written to the documents according to the general structure of a business letter.
Sample cover letter from an individual
Home → Sample Documents → Business Letters → Cover Letter for Documents Sample Cover Letter for Documents Contents
- How to write a cover letter for documents
- Sample cover letter for documents
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A cover letter for documents is a letter that accompanies the sent documents and contains the name of the document to be sent and further actions of the recipient. A cover letter is useful because:
- firstly, it is proof of the sending of certain documents.
Don't forget about business ethics, including in the letter such words and phrases as “respected”, “we ask you”, “respectfully”. To the contract We fill in the "header" of the document Any document begins with a "header". It is located at the top right and contains information about who and where you are sending the document.
Indicate in full the surname, name and patronymic of the addressee, his position and the name of the company. Greeting The greeting is written one centimeter below the cap and in the center of the sheet. A larger font is used for the greeting than for the header and body text.
Usually the greeting begins with the words: “Dear…..”. Always the form of address to a person should be official. Address exclusively by name, patronymic and “you”.
Body text Specify in the body of the letter what document you are sending and why. The purpose of the shipment must be clear. If the contract has a number and date, this must be indicated in the text.
Cover letter to the tax office from an individual sample
We send you two copies of the contract for the provision of information services, signed and stamped by us. We propose to consider this draft and, if agreed, sign the contracts by returning one of the signed copies to our address. Attachment: draft agreement in 2 copies on 6 sheets each.
Cover letter for claims - is it necessary? Sometimes a situation arises when it is necessary to send a claim to a party under a contract that does not fulfill its obligations. Usually, all requirements, justifications and applications are indicated directly in the claim. It would seem, what might a cover letter be needed for? The fact is that a claim can become not only official evidence in court, but in some cases executive document. It should indicate legally correct and significant things, but it does not carry a communicative function.