home Instagram Ten rules of business correspondence. Cover letter to documents After sending the letter

Ten rules of business correspondence. Cover letter to documents After sending the letter

The following expressions are most commonly used to write formal emails:

1. If we want to attach a file, then we indicate:

Pleasefindattached- Please accept in the attachment

Please find attached my resume. – Please accept in attachment my resume.

Please find attached photos from the conference. – Please accept in attachment photos from the conference.

2. If we want to forward (redirect) an email, we use the expression:

I`ve forwarded ________ to you. - I redirected ________ to you.

I`m forwarding ________ to you. - I am sending you _______.

I`ve forwardedBill`s resume to you. -I AM redirected To you summary Bill.

I`m forwardingJohn`s email to you. -Forwarding To youJohn's email.

3. If we want to mark someone in the copy of the letter, then we use the expression:

(name) on this email

- I marked (name) on a copy of this email.

I` ve cc` d Umar on this email... - I marked Umar in a copy of this email.

* We`ve copied Umar tokeephimintheloop... - We have marked Umar in the copy of the letter in order to keep him informed.

Please keep me in the loop. -You are welcome, hold me v course.

4. The following expression will help bring the letter to completion:

If you have any questions, please don`t hesitate to contact me. - If you have any questions, please contact me.

If you have any questions, please don`t hesitate to contact me.

Sincerely,

John –

If you have any questions, please contact me.

Sincerely,

John

5. In order to end the letter, we use the following expressions:

I look forward to

hearingfromyou- Waiting for an answer from you.

meetingyou- I look forward to meeting you.

yourreply- Waiting for your answer.

Look forward to + verb + ing- wait impatiently)

We use the following expressions to complete the email:

KindRegards (Regards) - WITH Best wishes, Sincerely

WarmWishes — Best wishes

YoursTruly- Sincerely yours, with respect.

English Joke

The breakfaster in the cheap restaurant tried to make conversation with the man beside him at the counter.

"Awful rainy spell-like the flood."

"The flood?" The tone was polite, but inquiring.

"The flood-Noah, the Ark, Mount Ararat."

The other bit off half a slice of bread, shook his head, and mumbled thickly:

"Hain't read to-day's paper yit."

"Commercial offer"," News "," For you "or simply" Re: "- if such a letter came from an unknown address, then most likely it will seem spam. A few words in the subject line can attract the attention of the recipient or force him to send the letter to the trash The subject line is the first thing the recipient will read, which is why it is so important to formulate it.

In the subject line, briefly state its main content. It is advisable to write as specifically as possible, not "About problems", but "Problems in the supply of drugs to the pharmacy on Selezneva st." If you apply with a proposal for cooperation, please indicate in the subject line of the letter that affects the interests of the addressee. For example, write not "Offer of cooperation", but "We offer a joint advertising campaign to increase sales. "Or:" For the Alpha company: an exclusive discount on advertising in retail outlets"Beta" ". The addressee should immediately understand how your letter will be useful to him. In addition, if he wants to find it in the list of received messages after some time, he will be able to search for the keywords you specified in the subject line. a potential employer acts, a convenient version of the topic would be: "IA Ivanova's resume for the vacancy of a pharmacist."

Never submit any files without a cover letter. It's like going into a business partner's office without saying hello, and just throwing it on the table. required documents... Start your cover letter with a polite address: by name and patronymic - to those who are older than you, take leadership position or he simply prefers such an appeal to himself; by name - to those who always present themselves only in this way and do not offer to call themselves by their patronymic. If you do not know how best to apply, then contact by name and patronymic. The recipient will offer you to go to a more familiar address by name. If the name is unknown, you can apply in generalized words: "Dear colleagues!", "Dear company management!", "Dear suppliers / clients / future partners!" Finally, if you really do not know how to apply - just leave the word "Hello!"

At the beginning of the letter, it is best to remind the addressee of how you started cooperation and how you met. For example: "During a conference in Moscow, we got to know you and discussed the possibility of further cooperation." With this phrase, you remind the person who you are and why you are writing to him at all. It will not be superfluous to express gratitude if you have something for that, for example: "We express our deep gratitude for the fact that you helped us in the advertising campaign."

Then go straight to the main content of the letter. It is advisable, without preamble, to formulate the reason for the appeal in one phrase: "I propose to organize a meeting and discuss the opening of a new branch." Remember that most people find it harder to read text on a screen than typed text. Therefore, it is important that the person quickly understands what you want from him. Plus, the first phrases are best remembered. And if you "hide" the main idea in the middle of the letter, then the recipient may simply not catch it. Try to logically break the entire text of the letter into paragraphs. Start each of them with the main idea of the fragment. If you propose to discuss several issues, then they can be numbered. Avoid emails that are too long. If the statement of the problem is too large, it is better to copy it into a separate file and attach it to the letter. Then, if necessary, it will be more convenient for the recipient to save the file in his own folder or print it.

At the end of the letter, it is customary to express hope for further cooperation, to thank or in any other way indicate your friendly attitude towards the recipient of the letter. For example: "I hope that all difficulties in our cooperation will be overcome, and we will establish the most effective interaction!", "We express our gratitude for the long-term and fruitful cooperation and support of our project!"

At the end of the letter, indicate your full name, position, company name and contact information... It is advisable to indicate all the contacts that the recipient may need: postal address, telephones, fax, e-mail, website address. If you use Skype and ICQ for business purposes, indicate them as well. In this case, it is advisable not to indicate "extra" contacts. For example, you shouldn't include multiple email addresses — instead, write the one to which mail is delivered most reliably.

Sign each letter you write. It is extremely inconvenient when a person indicates contacts from time to time, and in order to call him, you have to look through several of his letters in search of a phone number. Use autosignature in email programs and on email sites. Due to this function, the mail program automatically adds an auto-signature to every message it creates.

If you need multiple signature options - for example, with different contact details for regional and federal partners - you can create multiple autosignature options.

"Oh, I forgot to attach a file. I am sending" - this is perhaps the most common phrase that can be found in letters with attached files. Such forgetfulness seems to be a trifle. But because of it, significant delays in business processes occur. You have sent a file and are waiting for a response. The next day, call and find out that the file has not been received, because you forgot to attach it. In order not to get into such a situation, make yourself a habit when sending files, first of all attach them to the letter, and then write the cover letter.

Another tip is to name your files so that the recipient can understand them. If your addressee is a potential employer, then the file should be named not "Resume", but "Ivanova I. A. Resume for the vacancy of a pharmacist" or "Pharmacist. Ivanova". If the recipient is a business partner, also look at the file through their eyes. Name it not: "Quote for Alpha Company", but "Quote from Beta Company". Not: "Price", but "Price. Advertising on coins. Company" Reklamist "". In this case, the recipient will quickly save the letter in his folder and he will not have to rename it specifically.

It is advisable to send the letter to the person whose competence really includes the solution of the issues raised in the letter. If you are sending a resume, then you need to first find out the email of the HR manager or supervisor. If an offer of cooperation is sent, then it is sure to be the one who decides on such issues, be it a purchasing manager, an advertising specialist or a director.

It happens that the only available address is a general company address like [email protected] or [email protected] By writing to such an address, you can easily go unnoticed, since a lot of spam arrives at it. Therefore, it is advisable to indicate in the subject line of the letter the name of the company employee for whom the letter is intended or the name of the company you are contacting. Key words related to the activities of the company will also help to draw attention to themselves. For example: "Problems with the supply of timber from the Drova Siberia company" - such a wording will attract the attention of the managers of the corresponding company.

One more typical mistake senders - the desire to notify everyone about the content of their letter. They indicate the addresses of all more or less interested people, so that they receive copies. Unnecessary letters irritate recipients, they distract from work, including yourself, when they start to call you back for clarifications.

There is a rule: if you list all recipients separated by commas, then you expect an answer from each of them, and if you indicate some of the addresses in the line "Copy of the letter", then you do not expect a response from these addressees, simply informing them. However, this rule is not followed by everyone. And with permanent addressees it is better to specially agree on such a rule.

Another handy feature for sending copies is Bcc. If you enter the address of the second recipient in this line, then the first will not know that you have informed someone else.

Use DSN for important emails. Don't try to add it to every letter. You can also use the note that the letter is especially important. Just don't abuse it. And then some senders like to mark all letters in a row as especially important, and from this their letters are generally no longer perceived as significant.

To work with received letters, the function of sorting received letters into folders is very convenient. V mail program you can create specific rules according to which incoming letters will be distributed into folders from a specific recipient, with a specific keyword, and so on. Messages can be sorted by almost any parameter: by importance, size, date, mailing list, and so on. Sorting is especially convenient if you are subscribed to any mailing lists or if you receive a large volume of letters. In this case, for example, incoming newsletters will fall into a separate folder, and you will be able to read them when the time is right, and not every time such a letter arrives.

V business letters it is not customary to use "emoticons". Express your emotions with the words: "wonderful", "very happy", "admire". The exception is correspondence with business partners with whom you have switched to "you", have drunk coffee together more than once and generally maintain informal relations. Some try to be original in their letters. For example, they come up with non-standard signatures and final phrases: "The most creative director"," The best sales manager "," With respect and love to you "," I look forward to hearing. "

For an employee of a holiday agency, a design studio, whose work involves a creative approach, non-standard wording will only be a plus, but if an accountant or a manager starts to be original, it will hardly be accepted with understanding.

When replying to letters, it is most convenient to save a copy of the incoming letter in the body of the letter; it is also more convenient to leave the subject the same as the one stated by the sender. Then it will be convenient for both of you to follow the progress of the solution to the problem. But the manner is extremely inconvenient when the author, when sending a letter for the first time on some new topic, leaves a topic that has been preserved in some old incoming letter. Receive a letter in the spring with the subject "Re: Happy New Year!" not very nice and comfortable. It will be impossible to immediately understand what the letter will be about. Find it through "Search" by keywords also will not work afterwards.

If you are going on vacation or going on a business trip for a while, use the "Auto Answer Absent" function. In this case, at the time of your departure, everyone who will send you letters will receive a standard answer, which you yourself will write. In this auto-response, it is advisable to indicate on what date you will return to work, as well as with whom you can contact during your absence.

This type of business correspondence is less and less used in our life; it has been replaced by e-mail. However, there are situations when paper letters are more effective than electronic ones. For example, when you need to invite a manager to a particularly significant event or when you want to personally hand over a high-quality printed commercial offer. In this case, the fact that the sender took the time to print and send the letter by mail will emphasize respect for the recipient.

The guidelines for writing paper letters are generally the same as for emails. It is necessary to respectfully address the recipient, at the very beginning formulate the main idea of the letter (for example: "We invite you to the ceremonial presentation of awards"), structured the main content and indicate all the necessary contacts.

It is important to use quality paper and a clear printing printer for letter creation and envelope printing. Only in this case paper letter really emphasize that the recipient is an extremely important person for the sender.

Only write letters when you really need to. An important requirement of business correspondence, as well as in general business communication, is a respectful attitude to the partner's time. Save your recipients' time by carefully formulating questions and removing unnecessary details. Then your messages will always be perceived as important and informative, and you will receive answers to them.

Text: Irina Kurivchak

Cover letter to documents- this is a letter that accompanies the sent documents and which contains the name of the sent document and further actions of the recipient.

At the very top, in the header of this document, the position, company name and full name of the recipient of the letter are indicated.

Then the date, document number are put down, and the letter heading is also written.

Below is an appeal to the recipient.

The text of a cover letter for documents usually begins with the words:

We are sending you…
We are sending you ...
We present to you ...

Here you need to indicate the name of the documents to be sent, their date, number, and write instructions to the recipient: what to do with the received documents.

The main body of the cover letter to the documents may also contain. In this case, the following template phrases are used:

Please confirm receipt ...
Please transfer ...
Please inform ...
Please return ...
Please be guided by ... etc.

There may also be a mark under the main text of the letter that there are attachments in order to facilitate mail processing and reduce the likelihood of losing sent copies of documents (see sample).

The final part of the cover letter to the documents contains the signature of the sender, his position and full name.

Sample cover letter for documents

Director
LLC "Standard"
E.S. Kuzmin

27.07.2013 № 23

Dear Evgeny Stanislavovich!

We are sending you a signed and sealed contract No. 2013-25-07 dated 25.07.2013 with a protocol of disagreements. We ask you to sign the protocol of disagreements, affix it with a seal and send one copy to our address within 10 days.

Applications:
1) contract in 2 copies. (only on 6 sheets);
2) protocol of disagreements in 2 copies. (only 2 sheets).

Director

Dykov

CM. Dykov

Registration of a cover letter for documents is carried out on the letterhead of the organization.

Request letter- one of the most common types of business correspondence. Among entrepreneurs, such letters are used when representatives of one organization turn to another with a request for a service. Such messages can be used in completely different situations, for example, when you need to get information about products, see samples of goods, meet a business trip, agree on some actions, etc.

Rules for composing a letter of request

We bring to your attention a general template for such a document for download:

Files

The letter of request, for obvious reasons, does not have standard sample, but despite this it is a form of an official document. That is why, when drawing it up, one should adhere to certain norms established by the rules of office work and business ethics... Before proceeding directly to the basic rules for its preparation, it should be noted that it can be addressed both to a group of persons (for example, managers, employees of the accounting department, lawyers, etc.), and to some specific addressee.

Like any other document, this letter should contain introductory part, namely:

information about the sending company making the request and the company to which it is addressed;
the reason for the request (“due to delay”, “due to receipt”, “based on the results”, etc.);
references to the basis ("on the basis of an oral agreement", "on the basis of negotiations", "on the basis of telephone conversation" etc.);
the purpose of the appeal ("to resolve the issue", "to avoid conflict", "to eliminate violations", etc.).

Followed by main part directly related to the request. It should be expressed using any derivative form of the verb “to ask” (“we ask you,” “we ask you,” etc.), and since such a message, in any case, is a request for some kind of service, it must be written in a respectful manner. It is good if the request is preceded by a compliment (“knowing your great opportunities,” “admiring your organizational talents,” etc.).

If the letter contains several requests at once, then they must be indicated in separate paragraphs or paragraphs.

The unspoken rules of correspondence between organizations state that a response to a multi-stage request can also be sent in one message, with separate comments for each item. It should be noted that this type of correspondence reduces the volume of document circulation and, therefore, reduces the time for reading and processing such letters.

If the letter implies receiving a response within a certain period of time, then this must be indicated as correctly as possible in the text of the message.

As a rule, the secretaries of the organization send and receive letters (in large companies whole departments are engaged in it). After compiling or reading them, they pass them on to the head of the enterprise for review. Exceptions are messages marked “confidential” or “in person” - such letters are sent directly to the addressee.

Instructions for drawing up a letter of request

Since this message is part of corporate correspondence, then first you need to indicate the author, namely: the name of the sending company, its actual address and telephone number for communication. Then you need to enter information about the addressee: also the name of the company and the specific recipient. Further in the middle of the line, you can immediately indicate that this is a request letter (but this is optional).

The next part of the letter deals directly with the request. Previously, it is advisable to justify it and only then express the very essence of the request. At the end, the letter must be signed (it is better if the head of the company or an authorized, trusted person does it), and also put the date of creation of the document.

How to send a letter

The letter can be poisoned by e-mail or by fax - it is fast and convenient, but conservative sending via the Russian Post will allow you to issue a letter in a solid and attractive manner. For example, you can make a request in handwriting in a beautiful calligraphic handwriting, or you can print the text on good, expensive paper.

Attention to such trifles will make it clear to the addressee how respectful the opponent treats him, and also once again emphasize the importance of the request. The only thing to remember is that letters through regular mail take a long time, so the message must be sent in advance so that the document is delivered to the recipient on time.

After sending the letter

This message, like any other document, must be registered in the outgoing documentation log. Likewise, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings occurring in a business relationship, fixing the fact of sending and receiving letters will help you quickly understand the situation.

Examples of writing letters of inquiry with explanations

So, we realized that a letter of request is a letter that contains a request to the recipient. The purpose of the text is to induce the recipient to take an action beneficial to the sender. The letter must contain a formulated request, its justification. It is advisable to formulate the request in such a way as to justify why it should be beneficial for the recipient to comply with the request. The sender should not only know the rules for composing the text, but also take into account the psychological nuances. Next, we will consider specific example templates, depending on the situation.

Letter of request for the allocation of funds

The letter is drawn up in the event that it is necessary to achieve the allocation of funds from the state, sponsors, individuals.

From the NGO "Help for Pensioners"
Deputy of the Legislative Assembly
Ivanov I. I.

Hello Ivan Ivanovich. I am a representative non-profit organization"Help for pensioners". We are engaged in helping lonely pensioners: we bring food, help with cleaning and repairs.

Our organization has existed for 5 years. Previously, we managed to finance our activities ourselves, however, due to the expansion of NPOs, funds began to be insufficient. We need money to rent premises, pay salaries to employees, purchase equipment.

At a recent meeting of the Government, the President mentioned the difficult situation of pensioners, noted that the situation urgently needs to be changed. In this regard, I am asking you for 200,000 rubles for the needs of the NPO Help for Pensioners.

Respectfully yours, A. A. Petrova

Explanation:

The above text has been compiled in accordance with all the rules. It has:

The name of the NPO and an explanation of its activities.
A request for money, an explanation of their need (money is needed for rent and salaries).
Mention of the President. It is necessary to justify the benefits of sponsoring for an official. What is the MP interested in? V career growth... The organization's help will help to achieve this goal.

The specific amount of funds required by the commercial organization is also indicated.

Letter of request for the supply of goods

The letter is usually sent to the partners of the company. In the text, it is desirable to justify the mutual benefit for both companies.

To the head of the company "AAA"
Ivanov I. I.
From the head of the BBB company
Petrova B. B.

Hello Ivan Ivanovich. We would like to order a set of products from your company (specify). We became interested in your product at the regional exhibition.

If you agree, please inform us about the terms of delivery and the terms convenient for you. We guarantee timely payment. We hope this will be the beginning of mutually beneficial cooperation.

Our contacts: (specify).

Best regards, Boris Borisovich.

Letter of request for a discount

Typically, such texts are sent to the company's suppliers. For example, an organization organizes exhibitions. She has a supplier - a printing house that supplies brochures, stands, booklets and more. The cost of the services is quite high. The crisis came, and it became difficult for the company to pay for the goods of the printing house. This may well be a reason to ask for a discount.

To the head of the Vostok company
Ivanov I. I.
From the head of the company "West"
Petrova B. B.

Hello Ivan Ivanov. Our organization has been affected by the financial crisis. The number of contracts concluded with us has decreased by 20%. Unfortunately, the crisis has affected not only us, but also our clients. People cannot pay for our services in the same amount as before. Therefore, we have provided a 25% discount on tickets.

Due to the difficult financial situation, our company asks you for a 15% discount for the remaining six months of cooperation under the contract.

We sent out emails asking for a discount to all of our suppliers. If 20% of our partners provide us profitable terms, our company will withstand difficult times and will not close. We have already received a discount from the landlords and the telephone company.

Best regards, Boris Petrov.

Explanation:

The letter contains the following important points:

Explanation of the need for a discount.
Specifying the exact amount of the discount, terms.
An indirect indication that if the printing house does not provide a discount, the company will terminate the contract.

The text must be composed so that the letter is read to the end and agreed to the proposed conditions.

Letter of request for a rent reduction

Rent is eating up the budgets of most organizations. Its reduction allows the company to stay afloat in difficult times. The letter should be sent to the landlord.

To the head of the Plus company
Ivanov P. P.
From the head of the company "Minus"
Petrova I. I.

Hello, Petr Petrovich. Our company was affected by the financial crisis. The purchasing power of consumers has decreased, and business income has decreased. In this regard, we ask you to reduce the rent by 10%.

For all the time of our cooperation, we have never delayed payments. We hope you will make concessions to us and we will keep our business relationship. We guarantee timely payment of rent, despite difficult financial conditions.

Respectfully yours, Ivan Ivanovich.

Explanation:

It is important to mention in the letter that the company had previously fulfilled its obligations in full. The landlord must be confident that the landlord will continue to make payments. The recipient must also understand that if he does not agree to the proposed terms, the renter will refuse his services.

Letter of request for payment of debt

Debt is extremely common in interactions between companies. If the organization is committed to further cooperation with the counterparty, which has a debt, a letter of request is sent.

Ivanov I. I.

P. P. Sidorova

Dear Ivan Ivanovich, we ask you to pay off the debt to our company in the amount of 200,000 rubles. All this time, we continued to cooperate with you, hoping to continue our business relationship. However, now we are forced to suspend the provision of services due to the lack of payments.

The amount of your debt is 200,000 rubles. Please pay for it before March 1, 2017. If the debt is not paid, we will be forced to resolve the issue in court.

Respectfully yours, Petr Petrovich.

Explanation:

The following points must be specified in the letter:

The exact amount of debt.
The date by which you need to pay off the debt.
Measures that the company will take if payments are not received.

In the text, it is possible to mention a long-term successful cooperation with the organization. This should be a request, not a demand. The requirement is drawn up according to a different template.

Supplier deferred payment letter

The organization supplied the company with a batch of products, but did not pay for it. Debt has formed, but the debtor has no funds to pay. In this case, it makes sense to write a letter asking for an adjournment.

To the head of the company "Where is the money"
P. P. Sidorov
From the head of the company "Money is about to be"
Ivanova I. I.

Dear Petr Petrovich, we have not paid the debt in the amount of 200,000 rubles. We do not shy away from our debt, but now we cannot make payments in full due to the difficult financial situation.

For 2 years we have maintained a successful business relationship with you, did not disrupt the payment deadlines. Today we are asking for payment by installments. Our company is ready to pay the debt in two stages:

We will deposit 100,000 rubles by March 1, 2017.
100,000 rubles will be deposited before April 1, 2017.

We promise you timely payments. Thanks for understanding.

Respectfully yours, Ivan Ivanovich.

Letter of request to pay for another organization

The debt of the company can be paid by another organization. Of course entity will not pay shares just like that. Typically, a letter of request is sent to the debtor of the company or to another person who has obligations to the company.

To the head of the company "Money is about to come"
Ivanov I. I.
From the head of the company "Where is the money"
P. P. Sidorova

Dear Ivan Ivanovich, you have a debt to our company in the amount of 300,000 rubles. Our organization also has a debt to another company in the amount of 200,000 rubles. We ask you to pay our debt to the creditor in the amount of 200,000 rubles. In return, we will provide you with the installment plan for the remaining debt that you requested earlier. Thanks for understanding.

Respectfully yours, Petr Petrovich.

Letter of request for assistance in resolving the issue

Any company can face complex problems that cannot be dealt with without outside help. A letter of request for assistance can be sent when necessary, for example, holding events. The petition is sent to commercial organizations, government agencies.

Director of the company "AAA"
Petrov B. B.
From public organization
"We give good"

Dear Boris Borisovich, I am a representative of the public organization Give Good. We are organizing and holding parties for children from the orphanage.

We ask for your help in organizing food supplies for the holiday. Of course, we will mention you and your company at the event. The celebration will be attended by representatives legislative assembly, the public.

You can contact us by phone XXX

Respectfully yours, Ivan Ivanovich.

Summarizing

Let's combine all the rules for composing a letter of request. First you need to introduce yourself, talk about your activities. But introductory part should not be tightened. Our goal is to get the recipient to read the email. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start setting out your request. Accuracy is obligatory: indication of terms, amount of funds. It is important to understand that the recipient must feel the benefits. Therefore, the letter must indicate why it will be beneficial for the organization to fulfill the request. At the end, you need to say goodbye politely and without fawning.