How to write a business letter of request. Letter of request
Letter of request
A written request addressed to representatives of the organization (usually sent to the name of the head) or to a specific person, drawn up in order to obtain information, provide access to business papers, or with a request to perform any work, is called a request letter. According to the rules of office work, the addressee of correspondence must provide a response to such a letter without fail.
Sample letter of request
The rules for writing a letter of request are consistent with the generally accepted canons of business correspondence. The form of address of a letter containing a request is the most common in business correspondence, therefore, it provides for a variety of spelling options. The most general recommendations that can be given to help the compiler of such a letter are to adhere to a simple and concise style of presentation with the obligatory specifics of the actions that need to be performed, for example: “Please help ...”, “I ask you ...” (the specific action is indicated further), "I hope for your support in obtaining ...", etc.
As a rule, an official letter of request is written on the letterhead of the sender and, in its structure, includes the following sections:
When drafting the text, the main request can be preceded by a preamble, in which it is necessary to briefly state the reasons for contacting the addressee. If the sample contains several petitions, it is permissible to use wording like: “I also ask ...”, “At the same time as the above request, I appeal to you with ...”. Each new issue for consideration should be set out in a separate paragraph. According to the rules of business correspondence, a response to a complex request can be sent in one letter, with comments on each request.
This type of correspondence reduces the amount of workflow and the time spent on reading and processing incoming documentation.
In the event that the nature of the correspondence allows for the designation of a time period for considering the request and obtaining a result, it is necessary to correctly express in the body of the letter the desire to receive a response within the prescribed period.
Without fail, a business letter must contain the sender's contacts. This data is indicated so that, if necessary, the recipient of the letter has the opportunity to contact the sender of the request directly.
Download
Sample letter of request: pismo-prosba.doc (downloads: 8038)
A request letter is a request to obtain the necessary information, goods, services, documents, to provide recommendations, to organize a meeting, etc. When compiling it, it is necessary to justify the need to fulfill the request. It can be addressed to a specific individual or a legal entity - an organization. This type of letter may contain more than one request.
How to write a letter of request
A letter of request has a structure similar to the general structure of a business letter and is almost identical in form to a letter of request. Its registration is carried out on the letterhead of the organization. It is usually signed by the head of the organization or an authorized person.
Examples of business letter phrases - requests
Reason for request:The letter of request requires the writing of a letter of response.
BUSINESS LETTERS
A letter of request is perhaps the most common form of business correspondence. The number of situations that necessitate making a request on behalf of a legal or natural person cannot be counted. This is the receipt of information, product samples, coordination of actions, inducement to any action, etc.
The composition and structure of the request letter is not much different from the standard ones (see Business letters. Design rules. Letter structure). As a rule, the text of the request letter consists of two parts:
1. Introduction. where the essence of the case is stated in a narrative form, the motives, the reasons for making a request are explained. The following standard expressions are often used here:
All of the above expressions must be used taking into account the context and speech situation.
Almost all standard expressions begin with a derivative preposition or with a prepositional combination. Attention should be paid to the correct use of these prepositions with nouns that are mainly in the genitive and dative cases.
2. Actually a request. Here, the key phrase of the letter includes words formed from the verb ask. Its use is explained by the etiquette requirements for business texts and the psychological laws of business communication - a person is more willing to agree to perform an action expressed in the form of a request than in the form of a demand.
In some cases, the request itself, expressed descriptively, may not contain this verb, for example: We hope that you will find it possible to consider our proposal within the specified period.
The request can be expressed in the first person singular (Please.), in the first person plural (Please), in the third person singular (in this case, nouns with a collective meaning are used: the Directorate asks., The administration asks., The Council of the labor collective asks . etc.), from the third person plural, if several nouns with a collective meaning are used (the Administration and the Council of the labor collective ask.).
If the request letter is multidimensional. then the composition of the second part of such a letter may look like this (parts of the composition must correspond to the paragraph division of the text):
Ask. (Please.)
I ask at the same time. (Also please.)
And also I ask. (And also please.)
When writing a letter of request, you should take into account such recommendations.
1. When making a request, emphasize your or your organization's interest in fulfilling it.
2. Under no circumstances should you start your letter with the word Please. - it is more tactful to first explain the motives for your appeal (even if all the details have already been agreed with the addressee).
When formulating a request, the following standard expressions are often used:
We appeal (appeal) to you (you) with a request.
about shipping to our address.
for direction to me.
about expulsion to the address of our organization.
about giving me. I ask (please) you (you).
An effective request letter in 5 steps
Any request letter should include a well thought out rationale and a clear statement of the request. In addition, you can use techniques that increase the effectiveness of writing.
Step 1. Who are you asking?
Address the addressee personally, it is better - by name and patronymic:
Dear Ivan Ivanovich!, "Dear Mr. Ivanov!"
“Dear colleagues!”, “Dear managers!”, “Dear junior employees!”, “Dear personnel officers!”
Request letter. sample letter of request
A request letter is a type of document, the purpose of writing which is to obtain any information, induce to take any action, provide any documents. That is, the nature of the letter is non-commercial.
A letter of request can be addressed to both a specific person and the organization as a whole. According to the rules good manners the addressee is expected to respond to it.
Here is a letter of request, a sample of which can be downloaded in Word.
The letter is written on the letterhead of the organization (if any, and the letter is written on behalf of the organization), and must contain the following blocks:
A cap. to whom and from whom the letter
The main part, including an appeal, a statement of the request itself, a detailed description of the reasons why this request needs to be fulfilled (the more reasonable your request is, the more likely it will be fulfilled)
Signature, date
As a rule, typical phrases are used in request letters:
The style of the letter should be official and business-like, in compliance with all the norms of business correspondence.
If there are several requests, it is better to reflect them in one request letter, rather than writing a separate letter for each request.
Examples of a request letter (the main body of the letter):
Residents of the village are contacting you .... with a population of ... people. There is currently no ISP in our area that provides reliable high speed Internet access. However, such a need exists, and this service will be in great demand.
We ask you to consider the possibility of organizing a dedicated line for connecting to the Internet.
Dear Anton Petrovich!
Residents of houses address you … st. Determined with a request for the improvement of the local area. There is no organized place for walks with small children in the yard. We ask you to assist in the organization of the playground.
There is also an acute issue with the availability of parking spaces. In our yard, it is necessary to additionally equip a parking area for storing cars of residents of nearby houses.
We hope for your understanding and your help.
A request letter is a request to obtain the necessary information, goods, services, documents, to provide recommendations, to organize a meeting, etc. When compiling it, it is necessary to justify the need to fulfill the request. It can be addressed to a specific individual or a legal entity - an organization. This type of letter may contain more than one request.
Business
“Dear Ivan Ivanovich!
Your company has been participating in the Career Guidance Program for Applicants for several years now, helping them to choose a profession.
You, as a personnel manager, are interested in training professionals, and we are ready to help schoolchildren to start preparing masters of their craft. To date, the profession of a manager is one of the most common, but many applicants do not have a clear idea of its meaning.
In this regard, we ask you to organize a meeting of the general manager with applicants on March 23 at 15.00 at the base of your company.
Having told the guys about the secrets of the profession today, you are laying the foundation for training real professionals tomorrow. Perhaps in a few years one of them will take your company to a new level of development.
With respect and gratitude,
Employment center director
P.P. Petrov"
About charitable assistance
The right column of the table contains the full text of the letter, the left column lists the techniques used.
We start with a compliment to the addressee Dear Pavel Ivanovich!
Your enterprise is one of the largest in the region, and you, as its leader, are part of the business elite of our region.
We offer the addressee an attractive opportunity At all times, business, enterprising people sought not only to achieve material success, but also to leave their mark on the history of the city, region, country, to be remembered for good deeds. We show how we can help realize this opportunity And today, when our country relies on young people, it is difficult to find a more necessary, sacred cause than helping young men and women from dysfunctional families.
In our city, there are those who already provide such assistance - under the auspices of the mayor's office, our charitable center "Heritage" operates on donations from the townspeople, which teaches difficult teenagers folk crafts.
We show the importance of our request. "We take the soul" Children from difficult families often do not have enough warmth, and one of the warmest, sunniest crafts is the craft of a potter. Therefore, we want to open a pottery workshop in our center. By making traditional pottery and souvenirs for visitors to the center and tourists, the children will be able to master new profession and earn the gratitude of others - and this is very important for their social adaptation. We voice the request To equip a pottery workshop, you need a kiln for firing ceramics - we ask you to help us in acquiring it. The cost of the furnace with installation is 2 million rubles. Let's take a step in our direction All design estimates for its purchase and installation have already been prepared, and we will gladly provide it to you so that you can know exactly how your funds will be used. To summarize: if you help, there will be happiness
In business circulation, documents are strictly official, drawn up according to a single model or in accordance with accepted standards (for example,), and almost informal, drawn up when you need to solve an unexpected issue, ask for help or express gratitude. It is erroneously believed that the "free" form is easier to use; on the contrary, in order to write a convincing appeal or letter, you will have to make much more effort than to fill out a unified form.
The second category of documents includes a variety of letters of request, samples of which can be found below. Competently and clearly composing such a message is sometimes no less important than. The following are examples of letters of request for assistance, step-by-step instruction on creating the perfect document and tips for sending it to the recipient.
Instructions for writing a letter of request
And messages asking for assistance, and for obvious reasons, cannot be drawn up according to a single model: using a unified form, it is simply impossible to adapt to specific circumstances. After all, in order for the request to have the desired effect, it is extremely important to take into account the personality of the recipient, his social status, current financial condition and other factors. In addition, the letter should have a pronounced confidential character: if it is a strictly official document, the addressee, who is in a more favorable position by default, is likely to prefer to reply with an unsubscribe or simply refuse the dialogue by sending the message to the wastebasket.
Important: throughout the letter it is necessary to adhere to a warm and respectful tone. We must not forget that a request letter is not an official requirement, it can be freely ignored or rejected by the recipient. Respect alone without sufficient motivation will not give results, but at least it will be able to keep the reader's attention, forcing him to reach the end of the text.
Before you start writing a letter of request to solve a problem, defer payments or provide a discount, it makes sense to decide on the addressee. Depending on the circumstances, these may be:
- a private person - for example, a wealthy investor or an influential scientist;
- individual entrepreneur or owner of a limited liability company;
- the legal entity as a whole, if the sender does not know the name of the director or it does not make sense for him who exactly will answer the message;
- civil servant of any level - from the mayor of a small town to the governor or responsible head of any structure.
Naturally, a letter sent to an average entrepreneur will be very different in spirit from an official letter asking for assistance to the chairman of a state corporation. However, the structure of all request letters is approximately the same; it is enough for the compiler to understand for himself which elements must be present in any letter, which ones can be varied and which ones it is better to completely abandon. This is much more difficult to do than, but still possible. The following instructions will help you understand the situation.
The second issue that needs to be clarified before writing a request letter is the structure of the document. As already mentioned, there is no unified form of the message, but the general plan of any business letters is almost the same - it should be followed. A formal or semi-official request for assistance, assistance or services is built from the following blocks:
- "A cap". It consists of the organization's logo, additional patterns (it is recommended to use not stock, but your own design; it does not hurt to hire a professional designer for this) and the name of the sending organization, if the latter is not part of the logo. Contrary to popular belief, include state symbols in the “cap” Russian Federation, including the flag and coat of arms, is optional, especially if the sender is a private individual, individual entrepreneur or a small company that has no connection with government agencies. The presence of a flag and coat of arms is unlikely to influence the decision of the recipient, but (if used ineptly) these attributes will cause the reader to suspect the trustworthiness of the applicant.
- Introductory part. It includes:
- official names of the sending company (full and abbreviated) or surname, name and patronymic of the originator of the letter of request;
- details of the addresser, including TIN, PSRN, statistical codes, registration numbers and current account;
- contact details: full address with zip code, phone numbers, email address, accounts in instant messengers and social networks, and so on;
- optionally - the name or surname, name and patronymic of the recipient, depending on whether it is a legal entity or an individual;
- a greeting separated from the main text by an empty line and highlighted by using a larger font;
- indications on the basis of the appeal (the occurrence of a delay, analysis of the results, the presence of an oral agreement, telephone conversations, and so on);
- appointment of a letter of request (elimination of misunderstandings that have arisen, the speedy resolution of the issue or immediate assistance to any person).
- Main text. The body of the letter should state (as briefly as possible, intelligibly and in literary Russian) the essence of the request: pay the debt, carry out repairs, provide material assistance to the shelter or provide a discount. At the very beginning of the text, it must be emphasized that the letter is precisely a request; the easiest way to do this is using the appropriate derivatives: “I sincerely ask”, “We ask you”, “Our organization asks”, “I am asking you” - and others. As already mentioned, a request letter is not a demand, much less an order, therefore, from the beginning to the end of the message, it is necessary to strictly adhere to a respectful tone, remembering that the person concerned in this case is the sender, not the reader. The only exceptions are messages with a request to pay off the debt; but in this case, one should not forget about respect for the addressee. It also does not hurt to add a few warm words at the beginning of the letter (if the sender and recipient are well acquainted) or official compliments if the compiler and the addressee have not previously communicated or the interaction took place within a strictly business framework. If one letter contains several essentially different or interconnected requests, each of them must be given its own paragraph, or even better, create a bulleted list that has a significant visual advantage over solid text.
- Conclusion. If the letter has a special meaning for the sender, here it is worth once again (briefly and convincingly) calling the reader to action. This can be done both with two or three sentences, which are the quintessence of the main text, and with the help of an attention-grabbing slogan. Do not, however, get too carried away; The letter of request must be confidential and not commercial or promotional. Let his style be uncomplicated rather than deliberately adjusted, instilling in the reader doubts about the sincerity of the sender. This is especially important if the letter contains a request for help or assistance.
- Farewell and signature. not always set. If the purpose of the document is to seek assistance or support, it makes sense to use another formula instead of this formula, for example, “Thanks in advance”, “Thanks in advance”, “Thank you for your attention”, “Thank you very much for your help”, and so on. Whatever phrase is used, it is certainly and unconditionally separated from the signature itself by a comma, and also, if space permits, by a new line. The punctuation mark in this case has not a functional, but a graphical meaning, making it easier for the reader to perceive the text; the same applies to the transfer of the signature to the next line.
- Date and stamp. Immediately after the signature at the bottom of the letter, you need to put down the date of its compilation or, if it was written in advance, the date of sending. Putting a seal and a personal signature is optional, but highly desirable: this is another sign of respect for the addressee. Even if the message is sent in electronic form (although it is recommended to use paper documents), at the end of the page it is worth placing electronic copies of the seal (stamp) and the sender's personal signature or certify the document with an enhanced digital signature.
Advice: if it is important for the addressee to receive a response to the request letter within a certain period, it is necessary to mention this in the main text: for example, “We are waiting for your answer no later than ...” or “We hope to receive clarifications before ...”. Otherwise, the recipient, who is not bound by any obligations in relation to the document, may delay the answer, which will create additional difficulties for the sender.
When sending a letter of request for help or repayment of a debt, it should be noted that in organizations, the secretary or an authorized person is responsible for processing incoming correspondence. Therefore, an applicant who wants his message to be read directly by the head or director must make a note on the envelope “Personally in hand”, “Confidentially” or “For consideration ... (surname and initials of the addressee)”. However, if the document contains a request that does not affect personal, commercial or industrial secrets, there will be nothing catastrophic if the message is first read and registered by the secretary, and only then it is transferred to the director or manager.
Some tips for writing a letter asking for help:
- The letter must be written in good Russian, without errors or typos. This is not only a sign of the sender's literacy, but also evidence of his respect for the recipient. If the compiler of the document did not take care to reread the text, it is at least unreasonable to talk about the sincerity of the kind words he used towards the recipient.
- If it is not possible to use a letterhead (for example, it simply does not exist), you should at least try to choose an attractive font using different sizes and styles. A letter of request must be not only convincing, but also pleasing to the eye - otherwise the addressee may not endure and interrupt the reading in the middle, without reaching the point.
- Keeping in mind that a message asking for help or assistance is not strictly an official document, when writing it, you should try to avoid bureaucratic turns and too long sentences. The easier it is for the recipient to read the document and understand the essence of the appeal, the more likely he will respond and take the necessary measures.
Errors when writing a request letter
To finally understand the rules and features of writing request letters, you should consider a small example containing errors typical for inexperienced authors:
Dear Valensky A.D.!
Please donate to our Protection Fund wild hedgehogs Moscow region any amount, starting from 500 thousand rubles. We are waiting for your reply no later than August 25 of the current year. Our current account is 1234567890.
Petrov L. M., Deputy First Chairman of the Foundation.
List of mistakes made in the letter and examples of correct solutions:
- "Dear Valensky A.D!". Correct option:“Dear Andrey Denisovich!” (Mentioning the name and patronymic works better for the recipient than a cold-formal address by last name).
- The letter of request completely lacks friendly words and compliments. Correct option:“We know that you have been engaged in the restoration of rare populations of hedgehogs for a long time and productively and have your own small zoo, and you are also the winner of the “Help the Hedgehogs” state award for 2009, 2011 and 2015.”
- There is no convincing argument in the example. Correct option:“Not only do you conduct independent research and communicate with leading experts in the field of hedgehog eugenics, but you also actively help various environmental organizations, and have also repeatedly expressed your desire to sponsor any action related to creating a favorable emotional environment for these mammals.”
- "Please donate..." When writing to one person, especially in a business letter, and especially if it contains a request, it is necessary to write the pronoun "You" with a capital letter. The use of a different spelling is a clear sign of disrespect or at least carelessness of the compiler, which is completely inappropriate in such a message. Correct example:"Please donate."
- In the main part of the request letter, either too little or too much specifics. The essence of the Fund's work should be described in more detail, but at the same time, the reader should be given the opportunity to choose the amount of the donation. There is no apparent need to indicate a specific date for receiving a response: its mention must either be substantiated or excluded from the body of the letter. Correct example: « In connection with your interest in the problem, we sincerely ask you to make a feasible donation to our Foundation, which since 2009 has been collecting information on the number of populations of hedgehogs in the Moscow region and the conditions for their existence, as well as developing projects for the resettlement of disadvantaged animals to more comfortable places. You can make a transfer to our current account 1234567890 or by contacting our representative, choose any other convenient way to help the hedgehogs. If it is not difficult for you, please reply to the letter no later than August 25 of the current year: already in early September we are launching a large-scale and expensive project, in which you can also participate.”
- Missing in the above letter of request and conclusion. Correct example: We hope for your understanding and sympathy. We are always ready to answer any questions and take into account the available comments. Healthy and happy hedgehogs are the future of our ecology!”.
- In the message asking for a donation, there is no final courtesy formula. This, like most other blunders, indicates either the inability of the sender to compose a business letter (how then can he be trusted with money?), Or his obvious disrespect for the addressee. Correct example:
Thanks in advance for your assistance!
Deputy First Chairman of the Foundation
L. M. PETROV
Sample letter of request
Although request letters are written in free form, it will be useful for the compiler, especially for those who have not previously had such experience, to familiarize themselves with samples of the most common messages.
About allocating money
If you need to apply for help or assistance from an investor, sponsor or lender, you should issue a letter asking for funds.
About the delivery of goods
Sometimes it is necessary to ask the supplier to shift the delivery time of the goods in one direction or another or place an order for a new batch as soon as possible.
About deferred payment
About rent reduction
If the landlord decided to raise the rent, or some time after the contract was signed, the tenant realized that he could spend less, you can try to remedy the situation by sending a letter to the other party asking them to reduce the rent.
About the discount
Not always the seller of a product or service himself offers regular or especially profitable customers participation in the discount program. To achieve justice, while maintaining an excellent relationship between the parties, it will help to send a letter asking for a discount.
About payment of debt
From time to time, even the most decent borrower or client forgets about the next installment or the obligation to pay for the purchase. A letter asking for payment of the debt will help to gently point out to him inappropriate behavior.
About assistance in resolving the issue
If the issue is not in the purely financial sphere and a citizen or organization needs comprehensive assistance, they can get out of the situation by compiling and sending letters to several influential recipients asking for assistance in resolving the issue.
Features of sending a request letter
There are several guidelines for sending official messages asking for help or assistance:
- It is better to use not electronic, but paper versions of the document sent by courier or registered mail via Russian Post. Such an approach will show not only the special interest of the sender, but also his willingness to go in order to get a response to certain expenses, which will certainly create a positive impression on the recipient.
- In some cases, it makes sense to write a letter by hand(of course, in a well-read and eye-pleasing handwriting) and on good paper. It is unlikely that this method is suitable for mass mailings, but it will definitely help to interest a specific addressee.
- Letters must be registered in the journal of outgoing documents of the sending organization, and upon receipt - in the journal of incoming documents of the recipient. If the correspondence is between individuals, there is no need to register messages.
Summing up
A letter asking for help should be written correctly and as briefly as possible. To draw up a document, it is better to use a letterhead, and if this is not possible, at least pick up attractive fonts. It is better to send a finished letter by courier or by mail.
The message must contain a preamble, a few kind words addressed to the recipient, the rationale and essence of the request. At the end, you should use the traditional courtesy formulas: “Thank you in advance” or “Respectfully”. It is recommended to certify the document with the signature of the head and the seal or stamp of the organization, and if sent by e-mail- scanned images of the signature and seal imprint or digital signature.
16Apr
Hello! In this article, we will talk about business letters.
Today you will learn:
- Why business correspondence has not lost its relevance;
- What are business letters and how are they drawn up;
- How to write a business letter.
Now outside our windows is the time of high technologies and the Internet. But business correspondence has not lost its importance and relevance, it has simply moved to other media. Why it is important to be able to compose and format business letters, let's talk today.
Why do you need business correspondence
First of all, it is an opportunity to exchange opinions, suggestions and thoughts with employees or business partners. With the help of correspondence, they state claims, requests, clarify misunderstandings between companies.
Business correspondence is one of the varieties of official.
Differences between business letters and others
The main differences are as follows:
- Style of presentation;
- Vocabulary that does not allow a vivid expression of emotions;
- It is issued on the official letterhead of the company;
- The font is not too small, but not large, while the same throughout the text;
- Rarely occupy more than 1 page;
- The presence of strict official subordination.
Types of business letters
All business letters can be conditionally divided into several groups. We will dwell on each in more detail and give a brief description.
Letters that do not need to be answered.
- Letter of guarantee;
- Accompanying;
- Informational;
- Warning letter;
- Reminder letter.
Letters that need a response.
- Appeal;
- Offer;
- Request;
- Requirement;
- Petition.
non-commercial letters.
- Invitation letter;
- Condolence letters;
- Thank you letters;
- Letters informing about something;
- Letters containing recommendations;
- letters of guarantee;
- Letters confirming that the goods have been received, the service has been provided, and so on;
- Letters of congratulations on various occasions;
- Letter of request;
- Instruction letters;
- Cover letters.
Commercial letters.
Usually they are used before entering into an agreement, as well as during the validity of the contract.
These include:
- Letters with answers to inquiries;
- direct request;
- - a letter in which it is proposed to make a deal or conclude an agreement;
- Claim;
- Reminder;
- A letter containing a warning about the termination of agreements or the need to fulfill obligations, etc.
If we talk about classification by structure, then there are 2 types of business letters:
- Containing the text of the author and written in free form;
- Compiled according to a strict pattern.
By addressees.
- Circular - a letter that is sent to several recipients;
- Normal - sent to one addressee on behalf of one person;
- Collective - sent to one addressee, but from several persons.
Letters are also divided according to the form in which they were sent:
- Sent as a fax message;
- sent by email;
- Those sent in regular envelopes.
There are types of letters that, for ethical reasons, should be handwritten rather than typed. This applies to condolences and congratulations.
Secrets of correct design
The text of the letter is divided into introductory, main and final parts. They are logically related to each other. The introductory part includes the circumstances that led to the creation of the letter, and the main part is the content itself. In the final part, the results are summed up, which express the request, refusal, and so on.
In general, business correspondence with all responsibility can be called an art, because it is necessary to learn how to conduct it correctly, in compliance with all requirements. After all, most often we only think about the fact that the information is presented clearly, but we forget that the letter can be considered the face of the company.
Stylistics.
Each letter is kept in a strict business style, the speech means typical for official documents are used.
Requirements for the presentation of information.
All information contained in the letter is set out as follows:
- Addressed, intended for a specific person;
- As of the date of writing, all information must be up-to-date;
- Reliably;
- Impartially;
- Argued;
- As much as possible so that based on it it was possible to make a decision.
Form.
First of all, the letter is drawn up on a letterhead that is branded for the company.
- For writing a business letter, A4 sheets are used;
- The left margin of the form must be at least 3 cm, since after some time they will be sent to the binder;
- The name of the company, its legal and actual address, e-mail address are indicated;
- It is better to use the standard font Times New Roman, size 12. It is the most optimal and is well perceived when reading;
- It is allowed to issue business letters without using a letterhead, then you need to provide information from the form after all.
If the letter refers to large transactions related to finances or confidential information of a different nature, send such letters by fax or to in electronic format Not recommended. Better the old fashioned way, in an ordinary paper envelope.
Numbering.
If the letter consists of several pages, then they are numbered, starting from the second. Numbers are put down at the top in the middle in Arabic numerals. Do not put any dots next to the number.
Division into parts.
This means dividing the letter into paragraphs. The text should not go in a continuous stream, so it simply will not be perceived. By dividing into paragraphs, you can see where one thought ends and another begins.
Availability of fixes.
Corrections and typos, as well as erasures, are undesirable. The letter must be composed correctly, and the text is printed at intervals of 1.5 - 2.
Details used.
We will indicate only the main ones, since we already briefly talked about them a little earlier:
- If the enterprise is state-owned, the coat of arms of the Russian Federation is used. It is located in the middle of the official form;
- Company name in full;
- Fax and telephone numbers;
- Bank account number;
- Addressee - moreover, the name of the addressee company is used in the nominative case, use the dative case to indicate the position and surname of the recipient;
- If the addressee has an academic degree or title, indicate it before the person's surname;
- Any props are written on a new line and with a capital letter.
Business letter after the meeting
You held a business meeting, there was a certain prospect for. How to reflect this in the letter, we will discuss further.
- First of all, at the beginning of the letter, refer to the date and time of your communication with a potential partner, even if a couple of days have passed since the meeting.
- Avoid mistakes or overly complex phrases: make the letter short and clear, but in such a way that the recipient has a desire to read it.
- Mention what the conversation was about. For example: " We discussed how much the Venetian style vase would cost.”
- Make sure that the recipient of the letter expresses his attitude to the topic of the meeting.
- Specify the time when you can communicate by phone or meet in person.
- Tell the recipient that you are waiting for cooperation with him: " Hope to have further business relationship with you«.
- End the letter with the following or similar phrase: Best wishes to you...».
Email business letters
It is impossible to ignore the requirements for their design, since now more and more letters are issued in electronic form than in paper. It's the 21st century after all.
It is not difficult to prepare a business e-mail, the requirements for registration are identical to traditional letters. The only thing is that such a letter should always have a title (or subject line) so that it simply does not get lost in the documentation flow.
In addition, when such a letter is answered, it is better not to change the subject of the letter, so you will quickly understand what it is about if you receive a lot of emails.
Also, you should not use cutting-edge software when making attachments to such letters, it is far from a fact that your addressee has the same. If it is not there, the letter simply will not open.
Don't use emoticons when writing a business email. Technology is great, but use business language when writing.
What is the deadline for responding to a letter?
If the letter belongs to the category requiring a response, then when to respond depends on the information contained in the letter:
- If you receive a request, within the next three days from the date of receipt, confirm that it has been received. And the final answer can be given within a month;
- If we are talking about condolences, it can be sent within ten days after the sad event happened;
- It is permissible to send a congratulation within 8 days from the moment you learned about the solemn date;
- If we talk about the general rules of good manners, then it is better to respond to letters within seven days.
How to write a business letter: simple language about complex
Distinguish between a business letter and personal correspondence. We have already talked more than once today about what these differences are, we should not forget about them. Now let's look at writing a letter in stages.
Stage 1. Specify the addressee.
In the upper right corner of the form we write the last name, initials and position of the person to whom we address the letter. If the addressee is an organization, indicate its legal address.
Stage 2. Appeal.
We place it in the middle of the form. It is carried out in a respectful manner, without abbreviations and blots.
Example: Dear (name, patronymic)! Also, an address to the addressee can be carried out with an indication of his position. But when you address a person by name, it reduces psychological stress, indicates that the business relationship is stable and established.
Stage 3. Purpose statement.
Explain the purpose of the letter, its essence and main ideas. This part is the main one. Write about what you want to say, what is the reason for the appeal. But do not forget about the official and neutral style.
Stage 4. Making suggestions, recommendations.
Almost any business letter implies that the addressee will respond to it. This is not required mainly only by letters of an informational nature. Therefore, do not just describe the problem, but also suggest how it can be solved.
If you file a complaint, ask for certain measures to be taken, but if you offer to cooperate, tell us what options are available.
Simply put, the one who receives the letter must see that they not only want something from him, but also understand how this can be done.
How to end a business letter
A business letter must be written perfectly. If the spelling rules are not followed, this can negatively affect the reputation of the company as a whole. Therefore, we propose now to dwell in more detail on the design of the final part of a business letter.
At the end of the letter, summarize everything that was said earlier. But it’s not worth stretching the conclusions over 10 sentences, after all, brevity and conciseness are valued in business letters. It is better to limit yourself to simple phrases.
We will put 2 indicators as the basis of the ending: it should be as polite and correct as possible. There are different options for how to build it.
Here are some examples:
- Thank you for your attention or help: Thank you! (Let me thank you…);
- Express your hopes for the future: We hope for mutually beneficial cooperation (We hope to receive an answer in the near future ...);
- You can build a phrase with the assurance of the addressee of something: We would be glad to cooperate with you;
- Make a request: Please report the results;
- Sorry for the inconvenience caused: I apologize for the unexpected delay in payment of the material.
How to say goodbye to the addressee.
Despite the fact that the correspondence is official, you can say goodbye in different ways.
Here are a few options:
- With respect to you…;
- Wishing you success...;
- Best wishes…
We put the signature correctly.
When signing a letter, indicate your position, first and last name. If you doubt the appropriateness of a phrase like: " Yours sincerely" - just don't use it.
You can indicate your contacts, additional phone number or email address in the signature, so you show the recipient that you are ready to communicate and cooperate with him.
In the next part of our article, I would like to talk about business letters in English.
Business letters in English
There is no regulated form for compiling such letters. Everything will depend on what the purpose of the letter is and who the recipient is. Here are some brief guidelines for compilation.
Date of writing.
If we write in the USA, then in the indication of the date we put the month first, then the day, and only then the year. If to the UK - the date is affixed as in the Russian Federation. At the same time, write the month in letters, avoid confusion.
Recipient details.
- If you write to a man, please contact: Mr (insert last name);
- If a woman who is married: Mrs (insert last name);
- For an unmarried lady: Miss (insert last name);
- If you do not know the status of the lady: Ms (insert last name).
Address indication.
The order is opposite to that adopted in the Russian Federation: office, house number, street name, postal code, state name (if we write in the USA), county name and country name (if we write in the UK).
How to contact the recipient.
Standard calls:
- Dear madam;
- Dear Sir;
- Dear Sir or Madam;
- Dear Mrs;
- Dear.
After the appeal, we put a comma (if we write to the UK) or a colon (if we write in the USA). An exclamation mark is not accepted.
Subject.
Be sure to indicate the subject of the letter, as well as in the Russian Federation.
Main text.
Divide it into paragraphs. Or write each sentence on a new line.
How to say goodbye
For example, like this: Thanking you for assistance, we remain Yours truly"- Thank you, devoted to you ... although it can be less formal.
Signature formatting.
We put the signature under the paragraph with farewell, indicate our last name and first name, company name and position.
Designing applications.
If you are attaching any documents, indicate this at the end of the letter: " Enc." and list apps.
What to capitalize.
- Surnames and initials;
- Company names;
- Names of cities, states, and so on;
- Any words that indicate the position held;
- First words in farewell;
- Introductory remarks.
Before we end the conversation, we will give samples of business letters in Russian and English.
Sample business letters in Russian and English
Conclusion
Summing up, I would like to say that a business letter is a tool for communication in any field of activity. If written correctly, it will certainly present your company in a positive way.
On the other hand, a letter written sloppily, with errors, is capable of destroying the most promising business. Write letters correctly, and we tried to tell you how to do it.