Correct spelling of a letter. We prepare guest letters. Business letter: structure
In this article, you will find information on dealing with difficult letters that are often encountered in business interaction, as well as see samples of business letters. These are letters, the need to write which arises in a situation of violation of business interests: a letter of request and a letter of claim.
Since the situation itself is quite difficult, writing a letter in such a situation is very difficult. important issue in which it is important for the author to be literate, polite, correct, and at the same time, able to firmly defend his business interests.
Successfully solve the complexity of "difficult" letters help:
- Competent attitude in interaction: a firm but correct attitude towards partnership
- Choosing an appropriate style of writing (formal or business confidential)
- Competent and logical handling of facts
Sample business letters.
(installation - partnership, style - official business, convincing handling of facts)
In order to take measures to ensure the quality and reliability of the KIP-12 device under operating conditions, produced by the Institute "Optics" since 1992, we appeal to you with the following request: consider the possibility of providing the Institute "Optics" with information on the parameters of the device in real conditions operation (details in the attachment). The data sent by you will allow the institute to collect the information necessary for analytics, conduct monitoring and will contribute to more prompt decision issues of improving the quality and reliability of the instrument KIP-12.
Please let us know in your reply letter your decision to assist us. If needed additional information that you need to make a decision, please also report it in your reply letter.
Sincerely,
Team of the Technical Bureau
Institute "Optics"
Business letter. sample letter of request(installation - partnership, style - confidential business, convincing handling of facts)
Dear Colleagues!
We are very interested in improving the quality and reliability of the KIP-12 device, which we have been producing since 1992 and which since 1995 has found a solid application in the work of your company. Therefore, we turn to you with this request.
To improve the quality and reliability of the KIP-12 device, we need detailed data on the operation of this device in operating conditions. In the implementation of this task, we are counting on your help and direct participation. Given the long-term and positive cooperation between our companies, we are asking you to help us collect and provide statistical information on the operation of the device. We will be grateful if you find an opportunity to collect statistics for us on given parameters(details in the appendix). This will allow us to monitor the efficiency of the device and quickly take measures to improve the quality and reliability of its work.
Please let us know if you are willing to help us in principle. If you need additional comments or have questions to make a decision, we are ready to answer them.
We will be grateful for your answer.
Sincerely,
Ivan Ivanov
Head of the Technical Bureau
Institute "Optics"
Business letter. Sample letter of request and sample letter of complaint.
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Letter - request (installation - partnership; style - confidential business; convincing handling of facts) |
letter - claim (installation - partnership; style - official business; convincing handling of facts) |
| Dear Andrei Ivanovich! We appeal to you with a request to resolve the situation with the implementation of the ABS project. Until now, we have had no problems in interacting with your company, all the agreements stipulated in the Contract have been observed. We are sure that the situation that has arisen can still be corrected. The success of the ABS project is extremely important to our company. Therefore, we ask you until 06.08.2010. provide information on sending control samples. We hope that your answer will clarify the situation and remove our concerns about the success of the project. Sincerely, |
Dear Andrei Ivanovich! On behalf of the management of OJSC Rosstans, I am writing to you in connection with the need to resolve the situation that has developed with the implementation of the ABS project. I have to report that this situation causes us extreme concern. According to the terms of contract No. A-122 dated 07.02.2010. clause 4.3. 60 days before the start of the planned delivery of products, Star LLC must send control samples of products to Rosstans OJSC, notifying Rosstans OJSC of the fact of shipment. According to the schedule (Supplementary agreement No. 1 dated March 11, 2010 to Contract No. A-122 dated February 7, 2010), the scheduled start date for the delivery of products is October 1, 2010. The deadline for sending control samples is no later than 02.08.2010. Today is 04.08.2010. At the moment, we have not received information about the dispatch of control samples. In this situation, the ability of LLC "Star" to fulfill its obligations causes serious concerns for OJSC "Rosstans" and makes it necessary to think about the application of penalties provided for in clause 7.2. Contract No. A-122 of 08/07/2010. To prevent this, we offer you up to 06.08.2010. inform us about the situation with sending control samples of products. Sincerely, |
Take note of our information and we are sure that the issue of writing "difficult letters" will be much less labor intensive for you.
Tamara Vorotyntseva
Take a look at our training programs for business correspondence:
Are there urgent questions for the organization that should be fixed? In this case, writing a written appeal is indispensable. However, not everything is as simple as it seems. Writing a competent business letter is a whole science. And it does not hurt everyone to learn or remember the basic skills of its compilation.
To begin with, let's decide in what way it is convenient for you to write a letter or request to the organization. Most often, online messages are used using Internet resources. If you write a letter in this way, then you can not do without:- Computer (laptop);
- Text editor;
- Email.
If you are using manual way writing, you will also need a printer to print.
The first step in writing a letter is the header. At the top of the page must be present:- The name of the organization you are applying to;
- Name of the director of the organization or responsible person;
- The address of the institution;
- Date of the application;
- The city where the appeal was made.
The desirable items of the "cap" can also include the coordinates of the enterprise - fax, phone, e-mail address, OKPO, PSRN, TIN / KPI. It depends on the topic of the appeal and the organization itself.
- promotional letters;
- Letters of recommendation;
- Information letters;
- cover letters;
- Thanksgiving letters;
- congratulatory letters;
- Instructional letters;
- Request letters;
- Request letters;
- Response letters;
- Notification letters;
- Invitation letters.
Depending on what type of address you are using, formulate the correct content. For example, if you are composing positive feedback to the organization, you should describe in detail the reason for your appeal, what exactly you liked, and so on.
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Important element writing a letter to the organization - “do not pour water” and write to the point. Express your thoughts in such a way that your letter is of interest to company employees. For this, according to the rules business etiquette use special "words-intriguers". However, you should not overdo it with this, because we are talking about a document, and not about personal correspondence. Describe the situation concisely, but make it readable. If the conversation is about compliance with the law, be sure to make references to the laws of the Russian Federation. When describing conflict situation the suggestion of a number of measures to escalate the incident is welcomed.
Proper writing of a letter desired organization is the key to your success. Study carefully all the points described above and feel free to get to work. Do not forget that the letter should not contain spelling, punctuation and stylistic errors.
Dear friends, today I decided to write about a sore point - about how to write letters 😉 . I think many specialists in various fields receive many letters daily with questions and requests for help.
Your obedient servant is no exception 🙂. The number of letters with questions and requests for help averages 40-50 per day and sometimes exceeds mine physical abilities answers to them.
In the correspondence, a significant part is made up of letters in which questions and descriptions of problems are not quite correctly formulated, which is why they require additional clarification letters, which takes extra time both the sender and the recipient.
In this post, I want to talk about how to correctly write letters with questions to specialists so that obtaining the information you need takes a minimum of time and does not require unnecessary correspondence.
The main rule, in my opinion, is that in a letter it is very important to make it clear that you value the recipient's time. Everything should be short and clear.
1. Greeting
I believe that any letter must begin with a greeting. “Hello”, “Hello”, “Good afternoon” - writing these words is not difficult and takes seconds. I personally don't like letters that don't say hello. Nothing is valued so dearly or given so cheaply as courtesy.
2. Address by name
On all blog pages, the site where there is a form feedback(for example, the “ ” page), I always write “My name is Michael”, so I don’t see a problem in not addressing letters by name. Subconsciously, any person loves to be called by name.
And although I love “Mike” more than “Mikhail” 😉 , any appeal by name will do 🙂 .
3. Google your question first
How many times in correspondence have I had to give links to materials that I found by simply typing a question asked of me in a search engine! I don't even have enough fingers and toes!
Seriously, I sincerely advise you to first google the question you are interested in various options(including in English, you can translate through Google Translate) and take the time to study the materials found.
In most cases, you can easily find answers to your questions in search engines or on forums (many people come there to communicate, discuss specific problems on different topics and answer questions). Why waste another person's time when in many cases you yourself can easily find everything you need?
🔥 By the way! I plan to release a paid course on promoting English-language sites. If interested, you can apply at early list through this form to be the first to know about the release of the course and receive a special discount.I invite you to subscribe to my channels in Telegram:
I wish you a successful increase in traffic to your sites!
Dessert for today - a video about how a guy pulls himself up on a horizontal bar on one finger. I want that too :)
1. The letter is printed on white or light-colored paper of A4 (210 x 297 mm) or A5 (148 x 210 mm) format.
2. The sheet must have fields of at least:
20 mm - left;
10 mm - right;
20 mm - top;
20 mm - lower.
The date of the letter is the date it was signed. The date is written in Arabic numerals in the sequence: day of the month, month, year. The day of the month and the month are drawn up with two pairs of Arabic numerals separated by a dot; year - four Arabic numerals.
4. Outgoing number.
The registration (outgoing) number of the letter consists of its serial number, which can be supplemented at the discretion of the index (for example, the initials of the head of the direction). The registration number of a letter compiled jointly by two or more departments consists of the registration numbers of the letter from each of these departments, separated by a slash.
6. Addressee
The addressee can be organizations, their structural subdivisions, officials or individuals. When addressing a letter to an official, the initials are indicated BEFORE the surname. The name of the organization and its structural unit indicated in the nominative case.
For example:
LLC "Company" Name "
planning department
The position of the person to whom the letter is addressed is indicated in the dative case, For example:
to CEO
LLC "Company" Name "
A.A. Ivanov
LLC "Company" Name "
planning department
B.B. Petrov
The letter should not contain more than four addressees. The word "Copy" before the second, third, fourth addressees is not indicated. At more recipients make up a mailing list of the letter.
The requisite "Address" may include a postal address. The elements of the postal address are indicated in the sequence established by the rules for the provision of postal services.
When addressing a letter to an organization, indicate its name, then the postal address, For example:
LLC "Company" Name "
Yaroslavsky pr-kt, 12, Yaroslavl, 150001
When addressing a letter to an individual indicate the name and initials of the recipient, then the postal address, For example:
Sidorov V.V.
st. Svobody, d. 5, apt. 12,
Yaroslavl, 150000
7. Letter text
The text of the letter is drawn up in the form of a table, a coherent text, or in the form of a combination of these structures.
The columns and rows of the table must have headings expressed by a noun in the nominative case. The subheadings of columns and lines must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered and only the numbers of these columns must be printed on the following pages.
A connected text usually consists of two parts. In the first part, the reasons, grounds, goals for writing the letter are indicated, in the second (final) - decisions, conclusions, requests, suggestions, recommendations. The text may contain one final part (for example, a request without explanation).
In the text of the letter prepared on the basis of documents of other organizations, their details are indicated: the name of the document, the name of the organization - the author of the document, the date of the document, the registration number of the document, the heading to the text.
The letter uses the following forms statements:
First person plural ( "please send", "send for consideration");
First person singular ( "I consider it necessary", "I ask you to highlight");
Third person singular ( "the society does not object", "LLC "Name" considers it possible").
8. Application
A mark on the presence of the application named in the text of the letter is drawn up in the following way:
Application: for 5 liters. in 2 copies.
If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered, For example:
Appendix: 1. Lease agreement for 5 liters. in 2 copies.
2. Acceptance-transfer certificate for 1 liter. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the letter, which also has an attachment, a note about the presence of the attachment is drawn up in the following way:
Attachment: letter of the Ministry of Internal Affairs of the Russian Federation dated 05.05.2007 N 02-6 / 172 and an appendix to it, only 3 sheets.
If the application is not sent to all the addresses indicated in the document, then a mark on its presence is issued in the following way:
Application: for 3 liters. in 5 copies. only to the first address.
9. Signature
The composition of the requisite "Signature" includes: the name of the position of the person who signed the letter (full, if the letter is not issued on a letterhead, and abbreviated - on a letter issued on a letterhead) and the transcript of the signature (initials, surname), For example:
When signing a letter by several officials, their signatures are placed one under the other in the sequence corresponding to the position held, For example:
When a document is signed by several persons of equal positions, their signatures are placed at the same level, For example:
10. Print
The seal impression certifies the authenticity of the signature official on documents certifying the rights of persons fixing facts related to FINANCIAL means, as well as on other documents THAT PROVIDE the certification of a genuine signature.
11. Performer
The mark about the executor includes the initials and surname of the executor of the document and his telephone number. A note about the performer is placed on the front or back of the last sheet of the document in the lower left corner, For example:
An integral and important part of modern business correspondence is a letter of request. The samples and examples of wording presented in the article, as well as the indicated rules for writing it, will help you correctly compose the necessary text and arrange it in accordance with the customs of office work. We are offering to you step by step guide for writing this type of application.
General information
A request letter is relevant in cases where its author needs to receive any information, documents, make a deal or other business actions from other persons. It can be sent both to the name of a specific person (head, director, head of department, etc.), and to the address of the entire organization as a whole. Your request for help must follow the rules generally accepted in business correspondence.
The letter is the face of the company, even the little things matter. Print it on letterhead signed authorized person and printed (if available). Be responsible for the choice of font, its size and the position of the text on the page. Don't neglect margins, red line and paragraphs. Often the first impression is made just by looking at the document.
Step 1: Specifying a Destination
If you write an impersonal letter to a specific company, then most likely it will go to the reception or office, then to the manager, and finally to the direct executor. Indicate the correct full name of the organization in the “cap” of the text, it is best to add the legal address as well.
As mentioned above, the best option is considered to indicate a specific addressee, that is, a personally addressed request for help. Always try to address by name and patronymic. For example, " Dear Alexander Viktorovich!" or "Dear Mr. Schwartz!". Thus, you, firstly, express your respect to the person, and secondly, a request addressed to specific person, imposes on him certain obligations, responsibility for its consideration and implementation.
In some situations, it would be logical to use a group of people, a certain team or part of it as an addressee. This is also relevant in cases where a request letter is sent to several addresses. Use wording such as: "Dear colleagues!", "Dear accountants!" etc.
Stage 2: Compliment
It is good if the official request letter contains a compliment in relation to its addressee. By doing it, you seem to be answering his natural question: “Why are you addressing me with this question?”. You can note the past merits and personal qualities of a person, the status of the company, etc. Use the following language in particular: “Your firm is a leading supplier…”, “You have helped many people to solve difficult question this area…”, “Your organization is a leading expert on the market in the field…”, etc. Do not forget that a compliment would be appropriate when the request letter (samples and examples in the text) is non-standard and the addressee needs to be arrange. Draw his attention to the qualities and merits that are relevant to fulfilling your request. However, we do not recommend overstepping too much fine line between a good and proper compliment and coarse flattery.
Stage 3: Substantiate the request
Any request must be reasoned, because the addressee must know why you are addressing him specifically. So it makes sense to bring it to the heart of the matter. On this stage we recommend that you select the three most convincing arguments that should be built in the text of the letter according to the scheme: medium strength, weak, most strong.
The request may have a different level of complexity, and you need to be prepared for the fact that the addressee will not always be interested in its implementation. In this regard, he must be convinced that its implementation carries potential benefits for him. Interest the addressee so that he accepts your document with full seriousness.
The letter of request may contain a proposal for the implementation of a certain attractive opportunity for him.
Examples of wording
- “At all times enterprising and business people striving not only for material success, but also for personal growth to be remembered by people forever good deeds win their respect."
- "Of course, your main goal is to improve the living standards of the citizens of the city." In particular, this wording can be used when a letter of request is drawn up to a deputy, for example, to provide premises for kindergarten, arrangement of a playground, etc.
You can also voice a problem that is relevant for the addressee, show him how your request can help him in solving it or in realizing certain opportunities.
It happens that you have nothing to offer the other side, or it is inappropriate in this context. In this case, the most optimal way out is a story about the significance of your request. Describe the situation as reliably and fully as possible, so that it takes, as they say, for the soul. If a sentimental moment in your story is not a priori, give facts and focus on cause and effect relationships. Tell us about what will happen if you are refused or, on the contrary, agree to help.
Step 4: Make a Request
When the addressee is mentally prepared to accept your request, it can be stated. Keep your text short, avoiding long and convoluted sentences, as well as ambiguity or understatement. The letter of request (samples and examples of wording in the text) should be concise and clear in meaning. So, if you ask to purchase any equipment for the company, then indicate the completeness, price and quantity:
“To equip the emergency department, the hospital needs a new car, the cost of which is 3.5 million rubles. Please help us get it."
Or, for example, a request to reduce the rent should be specified: “We ask you to reduce the rent for the premises to the level of 500 rubles. per square meter until the economic situation stabilizes.”
Stage 5: Summarize
At the end of the letter, you need to summarize your request. Repeat it again and focus on the fact that the addressee benefits if he provides you with the requested assistance. However, the text of the request should be slightly modified. Returning to the same example of rent reduction, we propose the following wording:
“If you agree to reduce the rent to the level of 500 rubles. per square meter during the stabilization of the current economic situation, you will be able to contribute to the preservation of more than 20 jobs, and you will not incur losses due to total absence payment."
Remember, it is important to repeat not only the request, but also the benefit that can be obtained from its implementation, and it does not have to be material. Many large companies willingly act as sponsors, investors and do charity work.
We think that now, after studying the process in stages, you will not have a question about how to write a request letter. It is enough to take into account all the rules of business correspondence and some nuances. We suggest you also study another example.
Example
Dear Felix Petrovich!
Your enterprise has been organizing the industrial practice of students at the enterprise for several years, helping them to put into practice the knowledge gained at the university.
You, as the head of the personnel department, are a person interested in attracting new employees, young and promising engineers, and highly qualified specialists. To date given profession is one of the most sought after. Many students would like to know about its possibilities, subtleties and significance.
In this regard, we ask you to organize a meeting of the chief engineer with applicants and students of 1-2 courses on April 25 at 17:00 on the basis of your enterprise.
Having told about the advantages and secrets of the profession today, you are laying a solid foundation for training specialists and professionals tomorrow. Perhaps, after a few years, it is one of them that will bring your company to new level development.
With respect and gratitude,
Rector of the University I.Zh.Bychkov
Having studied the information on what requirements a request letter must meet, samples and examples of wording, you can easily cope with writing it in practice.