Letter to an individual. Sample letter from an individual to a legal entity. Addressee - several organizations or structural divisions

GOST 7.0.8-2013 “System of standards for information, librarianship and publishing. Office work and archiving. Terms and Definitions” fixed the main meanings of the concepts that we will use further:

• destination- requisite containing information about the recipient of the document;
• document details- document design element.

In addition, it is necessary to pay attention to the new term attribute, which is actively used when working with electronic scientific and technical documentation and is considered as obligatory component props document. The rules for formatting the requisite "addressee", established by GOST R 6.30-2003, provide for various options for its design - the main attributes of the requisite "addressee" are formatted or not formatted differently in them.

And finally the term destination must be distinguished from the obsolete concept addressee, which nevertheless is mentioned in the appendix to the Rules of office work in federal bodies executive power(approved by Decree of the Government of the Russian Federation of June 15, 2009 No. 477) in the meaning author, i.e. document sender(and above all letters).

Since correspondence usually occupies more than 80% of the document flow of organizations, we will consider the rules for processing the requisite “addressee” using the example of official service letters that are drawn up in paper form and sent to the recipient mainly by mail.

In the process of conducting correspondence, managers, employees and office management of the organization should consider the following factors:

• technological, which means that the organization will send its letter through post offices or using the services of companies that deliver correspondence. These companies and Russian Post act as independent third parties during the delivery process. When composing a letter, it is necessary to take into account how it will be sent, packaged, that the order and sequence of registration of postal address attributes are established by the Rules for the provision of postal services, which are approved by decrees of the Government of the Russian Federation and are periodically updated;
• managerial, because The letter may include:
  • specific managerial decision, offer, report or claim - it can be addressed to a higher organization or an equal partner, client;
  • a binding order or a normative legal act that is sent to subordinate organizations for execution or for information.
    That is, the purpose of creating and the content of the document, the place of the author organization in the management system and relations with the recipient of the letter affect the design of the "addressee" attribute. In addition, the letter should be sent to the point (organization, official, specialist, structural unit) where there is authority to resolve the issue set out in the document, finally and on the merits. If you have several questions / suggestions for this organization that are not linked to each other and the solution of which is in the competence of different persons, then it is better to write a separate letter to each “final recipient”. And if you don’t know who will be assigned to work out your questions, then you can state them in a letter addressed to CEO or address it generally to the organization;
• etiquette factor- the need to comply with the accepted rules of courtesy, taking into account the specific situation business communication, status and position of the addressee (legal or natural person, superior or subordinate organization, the letter is sent for the first time or to a permanent correspondent, etc.).

Form of the letter of the organization

For correspondence, almost every organization develops and approves its own letterhead. The composition of its details and examples of design can be found:

• in GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” (Figures B.2 - B.4) and
• Guidelines for the development of instructions for office work in the federal executive authorities, approved. by order of the Federal Archive of December 23, 2009 No. 76 (clause 3.3.1 with annexes).
  Organizations pay a lot of attention to the design of the letterhead and even include it in the "corporate" style book, which is absolutely right, because. he is the face legal entity, forms the image of the author of the letter and the impression about him. But it's not just the quality of the paper and the colors of paint used to make the letterhead. The form indicates the full and abbreviated names of the organization, legal form and subordination. The most important thing is to follow the correct design of the information about the author that is indicated on it, listing all ways to contact the author. In external environment it conveys signs of stability, readiness for contacts, openness and "goodwill" of the organization.

The location of the details in the form can be:

• longitudinal(as in Example 1) either
• corner:
  • centered(as in Example 2) or
  • flag(attributes are located in the same side zone, but the text of each line starts from the border of the left margin).

The longitudinal and corner forms have a different location of the “addressee” attribute, it is indicated by orange shading (compare Examples 1 and 2).

Attributes of the attribute "addressee"

Moreover, the answer to the question “Where?”, i.e. attribute design mailing address”, GOST considers optional. If it fits, then its elements are written in the sequence provided for by the Rules for the provision of postal services (this is established methodological recommendations on the development of instructions for office work in federal executive bodies, Appendix No. 11). Indicating the postal address on the letter itself becomes convenient when using an envelope with a window in which all the data about the addressee (to whom and where the letter should be delivered) will be visible, then this information will not have to be duplicated on the envelope manually or by sticking a “label”. With large volumes of correspondence, this approach significantly saves time and money.

If the letter is addressed government agency, local government, supreme body authority, superior organization, then the "postal address" attribute is still not drawn up (it is indicated only on the envelope). See examples 3 and 4.

If the letter is sent to the first the head of this "superior organization", then the name of the organization is included in the position, see Examples 5 and 6. Both the position and full name are written in the dative case.

Example 1

Collapse Show

Example 2

Collapse Show

Example 3

Collapse Show

Example 4

Collapse Show

Example 5

Collapse Show

Example 6

Collapse Show

If the letter addressed to a third party peer or downline organization, then the “addressee” attribute of the letter can include a postal address, which is better separated from the name of the organization by 1.5–2 line intervals and start with a small letter as prescribed by GOST R 6.30-2003 (for example, “st.” or “pr. "):

Example 7

Collapse Show

If the letter is addressed leader organization, then the position includes the full name of the organization with an indication of the organizational and legal form:

Example 8

Collapse Show

If the letter is addressed to the head of the organization with which communication is not the first time, then it is better not to indicate the postal address.

If the letter is addressed deputy head or other official (and not the first head), then options are allowed (with or without the addition of a postal address), and you should pay attention to cases, line spacing. Addressing to an official is always done in the dative case; if the name of the organization is separated from its position, then it is written in the nominative case:

Example 9

Collapse Show

Example 10

Collapse Show

If the letter is addressed structural unit of the organization, then in the attribute "addressee" first indicate the name of the organization (allowed established abbreviations), and only then - this structural unit in the nominative case.

The line spacing in Examples 7, 10 and 11 for separating the attributes of the "addressee" attribute is desirable to do to speed up the perception and isolation of information by the recipient, but this is not a strict requirement.

Example 11

Collapse Show

Example 12

Collapse Show

If the letter is addressed to the head of a structural subdivision, then the name of the organization (in the nominative case) is included in the requisite "addressee", and the name of the subdivision is included in the full name of the position in the dative case:

Example 13

Collapse Show

GOST R 6.30-2003 establishes a method of generalized design of addressees when sending letters to several homogeneous organizations or several structural divisions one organization. This method provides:

• on the letter itself, the design of the generalized name of the addressees;
• additional compilation of a separate list for mailing letters, which includes their specific names and postal addresses.

Example 14

Collapse Show

Example 15

Collapse Show

See the article “Creating Envelopes in MS Word” to learn how to customize your sender address, quickly create many envelopes according to a given template and mailing list, decorate them with a background or pattern (ideas are suggested for designing an envelope by February 23 and March 8

Mailing List or Mailing List is formed by the executor of the letter on the basis of the classifier of organizations and their addresses, which is usually accumulated in the clerical service as a result of document registration operations (in the EDMS or in Word, Excel tables). On each envelope in which each copy of the letter is sealed, the specific name and address of the organization is indicated in accordance with the mailing list. Based on this list, printing information on envelopes can be configured automatically even through Word.

It should be noted that this method is usually used by a higher organization when sending letters to its subordinate bodies.

However if there are no more than 4 recipients of one letter, then all recipients are drawn up on the document itself, then you can do without the mailing list (the word "Copy" does not fit in front of the 2nd, 3rd and 4th addressee). This limit on the number of recipients in one letter is established by GOST R 6.30-2003 and common sense. In this case, the addressing is formalized in the upper right corner as a listing of the “addressee” details for each body / organization, but all copies of such a letter are signed as originals, and each copy is sealed in a separate envelope, on which the corresponding specific postal address is issued.

This method of addressing is convenient to use when it is necessary to notify about the facts of violations, about significant events, first of all, higher, supervisory and regulatory authorities. So all recipients will see who else this letter was sent to.

Example 16

Collapse Show

If a letter of the same content (an offer letter, for example) needs to be sent to several "independent" organizations, then it is better to issue each letter in the status of the original, i.e. on each indicate an individual addressee. In this case, the registration numbers for these letters will be different.

Registration of the requisite "addressee" when maintaining correspondence with individuals has its own characteristics. The first attribute is the surname in the dative case, followed by the initials and then the postal address:

Example 17

Collapse Show

When addressing a letter to an official with an indication of his position, the initials are drawn up before surname (see Examples 9, 10, 13), since the main identification of the recipient is carried out by the title of the position. When addressing a letter to a private person, his initials are indicated behind surnames (Example 17), since our identification as citizens is primarily by surname. When designing the surname and initials, they are separated by a space, the initials are not separated by a space, i.e. “I.I. Ivanov", but not "I. I. Ivanov.

How to abbreviate double names and double patronymics of the addressee written with a hyphen in business correspondence, for example, Khozh-Ahmed Sultanovich, Khalimat Abrek-Zaurovna? See the answer to the question “How is it correct to abbreviate double names and double patronymics of the addressee written with a hyphen in business correspondence? »

In order not to be mistaken when addressing, it is necessary to find out on the websites of organizations the exact postal addresses, full names and titles of managers, and other information that will help to best establish communication at the first stage of document perception. You can try to get similar information from the secretary, glean from documents received from this organization.

Pay special attention to the use of uppercase and lowercase letters in the names of organizations and positions. The norms of the Russian language suggest writing a position with a lowercase (small) letter, but a specific high position can also be written with a capital letter, if it is provided founding documents and local regulations recipient organization. Pay attention to these subtleties.

The etiquette factor

Appeal- a conditional etiquette phrase, a speech formula that expresses respect and a friendly, polite attitude towards the addressee. It is recommended to finish exclamation mark, emphasizing the significance of both the question and the appeal to this person.

Contacted most often by name(Example 18), much less often - by position(Example 20). The second option is strictly business in nature and is used when referring to a person holding a high position. official position in state and municipal bodies, a large organization. Even less frequent last name without initials(Example 19) - this emphasizes the "distance", the formality of the relationship between the author and the addressee, rather typical for correspondence with a private person.

Example 18

Address by name

Collapse 20

Another way of especially respectful attitude towards the addressee is manifested in the “etiquette frame”: "Deeply respected...." – "With deep respect,", which is used when addressing a higher person (chairman of the board of directors, head of a higher authority or administration, etc.), as well as in the case of congratulations, for example, on an anniversary date.

Appeal "Expensive..." even in the case of congratulations to the addressee, it should be used with caution, because. in official relations, a certain managerial distance must still be observed.

Appeal "Dear" is currently considered obsolete, redundant - not corresponding to the norms of the modern business style of the Russian literary language.

Special rules appeals gradually formed when dealing with citizens' appeals. In response to their letters « best practics» state bodies and local governments recommend the following speech formulas:

Example 22

Collapse Show

But regardless of the issue raised in the citizen’s appeal, on the situation (conflict, complaint or appeal on a personal issue, for the first time or again, etc.), it is still universal formula for addressing citizens is an address by name and patronymic (as in Example 18).

Commercial organizations, when corresponding with customers and considering their complaints, can be guided by the same recommendations.

In recent decades, it has become an integral part in any business area. In addition to drawing up contracts, acts and annexes to them, document specialists are involved in the preparation of various kinds of appeals and letters. At the legislative level, the principles of their design and the general template, of course, are not defined. In such a situation, the question arises: “How is it correct to draw up this or that legally weak, but business document?”. The answer to it is extremely simple and comes down to compiling such papers according to generally accepted standards in office work.

Today our resource decided to consider the principles of writing an official letter and features this document. Information on the summarized topic and the template of the paper itself can be found below.

Official or - this is one of the basic types of documents in the field of office work modern business. It is a universal way to transfer information, implemented in the most simple way, but in compliance with all the rules and norms of business relations.

Naturally, the information presented in official letters is not entertaining. Such papers can be invitations, partly advertising, informational and others, but by no means entertaining.

There are many differences between an official letter and a regular letter. The main one is purpose. While a business document always has the exact purpose of sending or transmitting to an addressee, ordinary letters are often used for "communication for the sake of communication." In addition, business messages:

• are not anonymous - they always have information about the sender and recipient
• are written on behalf of a specific person or an organization, association represented by him
• (if the sender has a seal)
• compiled according to generally accepted rules in office work
• cannot be entertaining as mentioned earlier

An optional, but also common difference between an official letter and a regular message is the compilation of the first one on letterhead. This approach gives the appeal the highest level of solidity and generally indicates its business status.

A few words about the details and the general content of the document

Official letters are drawn up for various reasons, as a result of which the content of those naturally varies. Despite this, business messages cannot be taken away overall structure. It is she who is defined in the field of office work as true, is not subject to dispute and forms the basic requirements for the relevant documents. Typical details of an official letter include:

• full name of the sending company or full name of a particular citizen
• information about, checkpoint, and OKUD (for organizations)
• address and all possible contacts of the sender
• similar information about the addressee
• the essence of the message
• the date of its compilation
• and printing (for organizations)

Important! The type of business documents we are considering today is one of the few that does not require a title. The absence of the latter is by no means a mistake, but the observance of basic standards of office work.

The letter itself is desirable to draw up on letterhead, of course, if its sender is a certain company. For government agencies, such forms have an image of the coat of arms, for commercial organizations- their emblem.

1. Clear and understandable to the recipient.
2. Without the use of profanity, not to mention insults and obscenities.
3. Neat, concise and smart.

In principle, document specialists do not impose other requirements on official letters. Enough of compliance with the noted norms, rules and general content document.

You can download the official letter template to the organization below:

Types of official letters

An official letter is a rather extensive group of business papers. Among the most used of them are:

• reflecting the desire of the sender to do something for the benefit of the addressee
• Request Letters
• Requests
• Event Invitations
• Invitations for cooperation
• Papers that remind the recipient of something
• Commercial offers
• Requirements
• Instructions
• Advertising and information letters

By the name of each type of official letter, one can understand its general purpose and the purpose of sending the message. As practice shows, the transfer of various kinds of appeals in the business environment is carried out for a variety of reasons, and the list of their types noted above is far from final.

Features of the design and transmission of the message to the addressee

At the end of today's article, let's pay attention to and transfers official letters in RF. First of all, the main nuance of successful business relations should be noted - this is a competent approach to their management. In the case of the execution of the relevant documents, we are talking about them:

• accuracy
• full compliance with business regulations
• purposefulness (an official letter sent to someone in the form of spam will significantly undermine the authority of the sender)

In addition, it is desirable to approach the preparation of the message very responsibly. Its text should be literate, concise and understandable. The use of complex verbal structures and terms is undesirable. The general tone of the appeal should be kept within limits. Restraint is welcome, but familiarity is never.

As for the transmission of business letters, the sender has no restrictions here. You can deliver a message to the addressee:

• over the Internet electronically
• via mail
• by courier or even in person

The transmission of official letters is a vast field. All senders will be able to choose a convenient message.

This concludes the most important provisions on the topic of this article. We hope that the information provided has helped all readers to understand the essence of official letters in the Russian Federation and the rules for their execution.

Write your question in the form below

Probably everyone at least once had to deal with the need to write business letter. When compiling it, you involuntarily come to the conclusion that it is not at all easy. There are many rules and regulations for writing business letters that you need to know. The article describes in detail the process of drafting a document, provides samples of a business letter, discusses their types and design.

Form

Ready-made forms will give solidity and indicate the reliability of the company. They contain essential information about the organization, such as:

• Name.
• Address.
• Contact phone numbers.
• Website.
• Email.
• Logo.
• Other contact details.

There are no strict rules on the forms. Therefore, each organization independently decides what information to put in them.

How to write business letters correctly? Training

Business letters are written and executed in a certain way, obeying their inherent rules and requirements. Depending on the goal, the author thinks through the content in detail in order to get the result he calculates. He must clearly understand what information the addressee already knows on the subject of the letter, what to proceed from and what will be new in it. Arguments depend on what purpose the author pursues. The process of preparing a business letter can be divided into the following stages:

• The study of the issue.
• Writing a draft letter.
• His agreement.
• Signing.
• Registration.
• Sending to the addressee.

Structure of business letters

When compiling a letter, it is necessary to saturate it with information, that is, put all the necessary information there. It can be simple or complex. In a simple letter, the content clearly and concisely displays information that generally does not require a response from the addressee. Complex may consist of several sections, paragraphs and paragraphs. Each paragraph presents one aspect of the information. Samples of this type of business letter usually consist of an introductory, main and final parts.

Below is an example of writing a business letter - its introductory part.

The main part describes situations, events, their analysis and evidence. It is in this part that they convince that it is necessary to act in one way or another, they prove how things were and inform about the need to participate in any event, citing various arguments.

The conclusion contains conclusions that are made in the form of proposals, requests, reminders, refusals, and so on.

An example of writing a business letter - its final part - is presented below. This summarizes the requirement stated in the main.

All information provided should be optimally consistent and understandable for perception.

Each email starts with a center-aligned message. This little part is extremely important. When choosing it, the author should consider:

• The position of the addressee.
• The nature of the relationship.
• Officiality.
• Etiquette.

The letter must end with a polite form. For example: "... I express hope for further cooperation (thanks for the invitation) ...". These phrases are followed by the signature of the author.

Style

All letters must be in formal business style, which means the use of speech means for official business relations. The features of such a language are formed under the following circumstances:

• The main participants in business relations are legal entities, on behalf of whose managers and officials letters are written.
• Relationships in organizations are strictly regulated.
• The subject of communication is the activity of the company.
• Documents of a managerial nature generally have a specific addressee.
• Often in the course of an organization's activities, the same situations occur.

In this regard, the information contained in the business letter should be:

• Official, impersonal, emphasizing the distance between the participants in communication.
• Address, intended for a specific addressee.
• Current at the time of writing.
• Reliable and impartial.
• Reasoned to induce the recipient to take any action.
• Complete for decision making.

Requirements

A business letter must meet the following requirements:

• Speech is standardized at all levels - lexical, morphological and syntactic. It contains many turns, terms and formulas.
• The tone of writing is neutral, restrained and strict, without the use of emotional and expressive language expressions.
• The accuracy and clarity of the text, without logical errors, the clarity and thoughtfulness of the wording.
• Conciseness and brevity - without the use of expressions that carry additional meaning.
• The use of language formulas formed as a result of repetitive situations.
• The use of terms, that is, words or phrases that have special concepts.
• The use of abbreviations that can be lexical (that is, compound words formed by removing letters from parts of words: LLC, GOST, and so on) and graphic (that is, abbreviated word designations: gr-n, zh-d and more).
• The use of constructions in the genitive and instrumental cases.
• Phrases with verbal nouns ("support" instead of "support").
• Using simple common sentences.

The above business letter samples below are shown in full version(with the main part). The information meets all the requirements of the official business style.

Types of business letters

It is best to write a business letter on any one specific issue. If you need to solve several issues at once, it is recommended to draw up several different options.

Business letters can be in their content:

• Accompanying. Such letters are usually needed to inform about where to send the documents.
  (How to write a business letter? Sample cover letter will help those who need to compile this kind of document.)

• Warranty. They are written to confirm any promises or conditions. It can be guaranteed, for example, payment for work, rent, delivery times, and more.
• Thank you. They have been used more and more frequently in recent years. Such letters demonstrate the good tone of partnerships. They can be issued on a regular letterhead or on colored paper with a beautiful print.
  (How to write a business letter? A sample of a thank-you variety is drawn up in free form, depending on the tasks that it solves. In this case, the letter expresses its essence in the shortest form. Such a sample, made on colored paper with an ornament, can hang on the wall in the room companies in a place of honor.)

• Informational.
• Instructive.
• Congratulatory.
• Advertising.

There are also letters:

• Proposals about cooperation. Quite common in recent times, sent to organizations, are often promotional in nature, for example, like this sample. It is quite difficult to write commercial letters, you need to take into account many nuances so that they pay attention to it, and even more so get interested. But if you make it according to the model below, it has every chance of success.

• Invitations. They are sent, offering to participate in various events. Usually they are addressed to the leader or official, but they can also be addressed to the whole team.
• Requests.
• Notifications.
• requests and many more.

How to write a response to a letter. Example

The answer should begin with a repetition of the request set out in the first letter. Then the results of its consideration are given and approval or reason for refusal is expressed. A business response letter may contain an alternative solution to the expected information. It usually follows the following principles:

• The presence of a link to the first letter and its content.
• The same language means.
• Comparable volumes and aspects of content.
• Compliance with a certain sequence.

Decor

In addition to using letterhead business letters, you need to take into account other subtleties in their design. These are details, rules for abbreviations, spelling of the address, heading, text length, field width and more.

Samples of a business letter help to compose it, taking into account all the subtleties and nuances. They are used by both novice clerks and experienced workers. Thanks to the samples, they learn how to write letters correctly and save a lot of time.

We conclude the "And that's all about him" series with an article on statements. This is a specific type of document, the content, the rules for compiling and the workflow of which depend on who is addressing and to whom.

In this article, we will consider three main types of applications:

• a business letter of application sent by one organization to another;
• an application sent by an individual to an organization;
• employee's statement to the employer.

We do not touch on one more type of statements - claims - because the secretary does not work with them.

All three listed species statements have their own characteristics not only in the preparation and preparation, but also in office work.

business letter of application

The purpose of a business letter-statement, which one organization addresses to another, is to indicate the position of the sending organization, express its attitude to the issue, and offer a justification and procedure for resolving the situation. Questions are not asked in the statement, it contains the vision of the situation of one of the parties.

From the previous paragraph, it is clear that "in peacetime" letters of application are usually not written, they are resorted to only on the verge of a conflict of interest or even a conflict between two companies in order to document and inform the other side of their attitude to the problem.

What kind of letter to choose?

The line between a letter of application, a letter of request or a letter of inquiry is quite thin. To be sure of right choice type of letter, you need to understand: will it declare about something or still it will be request do something to the addressee?

A business letter of application is drawn up on a letterhead and has a standard set of details for a business letter.

In accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” form of the letter contains the following details:

• organization emblem or trademark(service mark), national emblem Russian Federation or the emblem of the subject of the Russian Federation, if the institution has the right to place these signs on its forms;
• organization code;
• main state registration number (OGRN) of a legal entity;
• name of company;
• reference information about the organization.

When preparing an application as a type of business letter, the following mandatory details are drawn up:

• document date;
• registration number of the document;
• destination;
• title to the text;
• document text;
• signature;
• mark about the performer;
• a note on the execution of the document and sending it to the case (issued on a visa copy of the letter).

A mark on the presence of an application is issued if there is one.

Document approval signatures are drawn up on a visa copy of the letter, if the internal rules provide for the process of certification of draft letters.

The business letter of application is shown in Example 1.

Unlike a regular business letter, the text of the application does not begin with an appeal to the official - the addressee, but with the name of the type of letter. This emphasizes that the document does not simply convey information, but expresses the principled position of its author.

The office work of business letters of application is carried out in a standard way, in accordance with the internal rules of the sending organization and the recipient organization.

It is not known what the conflict of interests of the companies will lead to: whether it will be possible to resolve the case through negotiations or whether it will be necessary to involve lawyers and get involved in litigation, but in any case, the acceptance by one organization of a letter of application from another is equivalent to the fact that the first company is informed of the position of the second.

Application to the organization from an individual

Consider this document from the point of view of the host.

The paperwork of applications from individuals should be given Special attention. The interests of applicants are protected by Federal Law No. 59-FZ of May 2, 2006 “On the Procedure for Considering Appeals from Citizens of the Russian Federation” (as amended on November 24, 2014; hereinafter - Federal Law No. 59-FZ).

It is a mistake to believe that its effect applies only to state bodies, local self-government bodies and budget organizations. This hasn't been the case for a long time. Back in 2013, this list was supplemented by organizations “entrusted with the implementation of publicly significant functions” . Nowhere is there a clear definition of what these functions are, but from the wording it is clear that this concept is quite broad and theoretically any organization whose clients are individuals can “fall under it”.

Unlike a business application letter, an application individual can be both a request, a request, and a claim. Let's look at the definition of the word "statement:

Our dictionary

Statement - a citizen's request for assistance in the exercise of his constitutional rights and freedoms or the constitutional rights and freedoms of other persons, or a report on a violation of laws and other regulatory legal acts, shortcomings in the work of state bodies, local self-government bodies and officials, or criticism of the activities of these bodies and officials persons.

The company can develop its own, convenient form of a standard application from an individual and post it in general access. But it is impossible to make this form mandatory and not accept the application just because it is not drawn up in the way it is “supposed”. People are not required to know that a company-designed application form exists, nor are they required to use the Internet to download the form. Federal Law No. 59-FZ defines the minimum set of information blocks in circulation:

extraction

from Federal Law No. 59-FZ

Article 7. Requirements for a written application

1. A citizen in his written appeal to without fail indicates either the name government agency or the local government to which he sends a written appeal, or the surname, name, patronymic of the relevant official, or the position of the relevant person, as well as his surname, name, patronymic (the latter - if any), the postal address to which the response should be sent , notification of redirection of the appeal, sets out the essence of the proposal, application or complaint, puts a personal signature and date.

As you can see, the set is minimal, and we cannot oblige our applicants to even indicate their Cell phones. It is only recommended to include methods of operational communication in applications.

"You are free to choose..."

An individual can fill out an application as he pleases:

by hand or typed;

call it a “statement”, “appeal”, “requirement” or not call it at all;

write briefly and to the point or give your own detailed autobiography;

as well as send the document by mail or bring it in person.

The organization is obliged to accept the application if it contains the necessary minimum information.

Application of an individual, past primary processing in the office of the addressee company, as shown in Example 2.

Whether to single out the applications of citizens in a separate office work, the organization decides for itself. We recommend doing this if:

• applications more than 10% of the total volume of the incoming flow of documentation;
• specially authorized employees work on them (customer service center, claims department, etc.);
• according to applications from individuals, the organization conducts its core activities.

If an organization is used to working according to the rules of traditional office work, then it does not need to worry about meeting the requirements of Federal Law No. 59-FZ. Under standard conditions, circulations follow the same path as other incoming documents. The rules for working with them practically do not differ from the generally accepted ones and even allow some liberties in handling the application, in particular, three days can pass between the acceptance and the moment of its registration according to the law. The response is given 30 days from the date of registration of the written request.

Application for HR

A special layer of applications is personnel applications. The purpose of these documents is to express the request or will of the employee to the employer.

The form personnel statements relatively free. No one requires employees to know the nuances of designing details, so it is enough to observe the necessary minimum.

In our opinion, personnel applications should be written exclusively by the employees themselves by hand. There are no obligations on the part of labor legislation in this regard. But it is much more difficult to challenge a handwritten statement in court than one that was typed on a computer (only the author's signature is handwritten in it). In the latter case, the employee may claim that he was forced to sign a ready-made text.

• To whom from whom. The addressee of the personnel application is the employer - the first person of the organization in which the author of the application works. It was he who hired the author, and not the head of the personnel department, therefore the application will be written in the name of the head (general director, director, president, etc.) of the company. The surname, initials and position of the head are written at the top of the application sheet, closer to the right margin, in the dative case.

Since employees do not have their own form for letters, information about the author of the application has to be entered here. You should write your last name, first name, patronymic and structural unit in full. If the employee knows his personnel number - well, but this is not mandatory information.

Under this information, in the center of the line, the name of the type of document is written - an application, then the text of the application is set out from a new line - a request or an expression of the will of the employee. The application ends with the personal signature of the employee and the date the document was drawn up.

Question on topic

What is the correct spelling of the word "statement"?

There are two forms of writing the name of a document type: with an uppercase letter without a dot at the end (as in Example 3) and with a lowercase letter with a dot at the end.

The form of writing this word does not affect the legal force of the application. The second option is considered obsolete, but has every right to exist.

When should an employee state a request in a statement, and when is an oral appeal to the personnel department sufficient?

If a Labor Code speaks directly about the "written statement of the employee", then this question does not arise. In other cases, it is regulated either by the internal rules of the organization, or by expediency. For example, it is best to state your request for amendments to documents in connection with a change of surname to an employee in writing, despite the fact that no special provisions labor law does not lead to this. Such changes are initiated by the order of the employer, and the employee's handwritten statement with a copy of the marriage certificate will become the basis for issuing the order.

AT large organizations, where there are several tens or even hundreds of people per employee of the personnel department, the employee’s request is accepted in the form of an application only so that the personnel officer simply does not forget about it.

AT small companies, if the Labor Code of the Russian Federation does not require a written application, you can get by with an oral request or a conversation directly with the head of the organization, who can give instructions personnel worker to resolve the issue.

• Documentation of personnel applications. Human Resources employees need original copies of employee statements. Subsequently, as already mentioned, many of them will become the basis for orders on personnel. But the employee also has every right to follow the fate of his application and receive confirmation from the employer that he has accepted the document.

Important!

It is impossible to register an employee's application as an incoming document. This is often done simply because they do not know how else to confirm its reception.

Meanwhile There are two ways to register an application correctly.

Confirmation that the employer has accepted the employee's application may be:

• registration of the application in a special database. Place a personnel statement in the register internal documents also not recommended: it is very easy to violate the legislation on personal data. It is best for the secretary to have a special electronic journal registration for personnel applications, service and explanatory notes and similar documents.

The registration number of the application is affixed to its copy. A copy along with the number is given to the employee. If the employee came with two copies of the applications, before putting down the number, the secretary must compare them (make sure they are identical);

• record of acceptance of the application made by the secretary on a copy. If there is no registration log, and the employee insists on confirmation of admission, the secretary can make the following entry on a copy of the application:

The entry states:

• the fact of acceptance of the document;
• date (required!);
• position, personal signature and decoding of the signature of the employee who accepted it.

The employee's application is transmitted directly to the head of the organization, who reviews it and makes a resolution, for example:

To the HR department. Prepare an order.

Davydov 17.09.2015

Summary

1. Application - a document, the form and rules of workflow of which depend on its addressee and recipient.
2. A business letter of application is intended to express the position of the sending organization on a controversial issue.
3. An application sent to the organization by an individual is recommended to be processed in accordance with federal law No. 59-FZ.
4. Statements in personnel office work are the written will of the employee and often serve as the basis for issuing orders on personnel.

For a foreigner to enter the territory under the jurisdiction of the government of the Russian Federation, an invitation from an individual or legal entity is required. It is drawn up with an eye to the requirements of the legislative framework and depends on the purpose of the trip (study, tourism, business contacts).

In what cases may a document be required

Residents of the Russian Federation who are preparing for the arrival of a foreigner should clarify the specifics of obtaining a visa, the conditions for visiting the country. This is a must, as different states have different rules.

A number of states (mainly members of the CIS) have internal agreements with Russia, according to which a foreigner does not need a letter of guarantee from a resident of the Russian Federation for his arrival. They can cross the border on internal national passports (Ukraine, Belarus, Kazakhstan), international passports (Moldova, Tajikistan, Azerbaijan).

In general, the document will be required in such situations:

• a foreigner is sent to Russia to work at the invitation of a Russian company;
• the invited person is a citizen of a state with which Russia has no visa-free agreements.

Citizens of other states with which Russia has a visa regime will need an invitation (a letter of guarantee for inviting foreigners is taken from the Federal Migration Service). At the same time, it must be remembered that it is most difficult to issue an invitation to citizens of states where there is an unfavorable economic situation, military or terrorist activity, and a high level of migration.

Basic requirements for compilation

The legislator provides for a single standard for filling out a letter of guarantee. The paperwork process is accompanied by many nuances. Before proceeding with the procedure, you must study the following rules:

• The procedure comes with costs. The receiving party will have to pay a fee of 800 rubles;
• a sample letter of guarantee for inviting a foreign citizen is unified, approved by law;
• if a foreigner arrives accompanied by family members, this fact must be indicated in the document. According to Article 13.2 of the Federal Law-115 "On legal status foreign citizens in the Russian Federation”, as family members are the spouse (if the marriage has official status), children and spouses of children, parents, grandparents and grandchildren;
• a letter of guarantee for inviting a foreigner must contain key information about the visitor. The applicant will need the passport details of the foreigner, the birth certificate of the child (if the foreign national is traveling with him);
• the execution of a letter of guarantee involves the establishment of liability for the receiving party. First of all, it manifests itself in the provision of relevant and truthful information. If the applicant is caught in attempts to deliberately deceive the migration authority, negative consequences are guaranteed for him in the form of fines, forced labor or imprisonment for a period of 6 months to 2 years;
• for individuals acting as an inviting party, it is mandatory to provide financial data (bank statement, income statement). The amount of necessary financial support depends on the specific region, informational nuances should be clarified in the FMS.

If, after filling out the application, circumstances have changed, as a result of which the information needs to be corrected, you need to write or apply personally to the migration authority, notify of the changed circumstances. This will minimize the risk of being denied entry due to false information.

If an individual intends to invite relatives or acquaintances who have citizenship of another state to visit, he needs to be prepared for the fact that the migration services will require him to take responsibility for the guest for the entire time he is in Russia.

A number of citizens can come to Russia without a letter of guarantee. You don't need to invite them. Therefore, it is worthwhile to study in advance the list of states whose citizens can freely visit Russia without the need for a visa permit.

When preparing a sample letter of guarantee, an individual acting as an inviting party will need to indicate the following information in the application:

• Full name of the head of the FMS at the place of registration, full name of the territorial division of the FMS;
• passport details of the applicant, including data on the place of permanent registration;
• address of residence (if it does not correspond to the place of permanent registration);
• contact details for further communication (phone number, e-mail);
• passport details of a foreign citizen;
• personal data of the invitee, including the date of birth and the name of the state of which he is a citizen.

In addition, a letter of guarantee from an individual takes into account the obligations of the host to provide (including material) for the guest from abroad. The host will be responsible for providing accommodation, medical care and travel expenses. Also, a Russian citizen will be responsible for compliance with the rules of the visa regime. Any violation of the terms of the letter of guarantee entails liability in the form of a fine of 40-50 thousand rubles.

By accepting a letter of guarantee from a legal entity, the legislator implies that the host party will fully assume obligations regarding the invited foreigner. The readiness to assume responsibility is displayed in the letter form, which must be sent to the head of the FMS in the region where the legal entity is registered and operates.

When preparing a letter, it should indicate the request and information of the following type:

• company name, registration address;
• details of the legal entity (TIN information, etc. must be filled in);
• information of a registration nature, including the date and number of registration of the company in a special accounting book;
• passport details of the invited person;
• migration card issued by customs;
• an indication of the nationality of a particular state.

The letter also states that the company undertakes to register a foreigner within a strictly approved timeframe and is ready to support him financially and be responsible for compliance with the rules of migration regulations. AT individual situations the letter must indicate that the company provides the foreigner with workplace, and attach a contract to the document (an invitation to work for a foreign citizen from the employer). Failure to comply with the conditions approved by the legislator is punishable by a fine of 400-500 thousand rubles.

For the inviting party, the execution of a letter of guarantee involves a number of mandatory conditions and obligations imposed by the legislator. By submitting an application for the invitation of foreign citizens, the receiving party automatically undertakes:

• provide a foreigner with accommodation for the duration of the trip (a specific address of the intended place of residence, rent or free accommodation is indicated);
• provide the invited person with high-quality medical support during the trip in the form of an agreement on paid medical services or a medical policy;
• financially support a foreigner, including payment for entry and exit, food, accommodation and leisure activities.

Failure to perform or incorrect performance of obligations under the current legislative framework, entails punitive measures against the host.

What to write in each paragraph: a detailed analysis

A letter from an individual involves the indication of the following data in an application for an invitation to a foreign citizen:

1. Name of the department of the Federal Migration Service, full name of the head to whom the request is sent.
2. Passport details of the recipient (full name, registration data, date of issue of the passport).
3. Information about the foreigner (full name, year of birth, passport number, date of issue of the document).
4. The address of the intended place of residence.
5. Date of registration of the application, personal signature of the applicant.

If a firm or organization is recognized as the host, it will be necessary to supplement the appeal with data of this nature:

1. Organization name, postal code and registration address.
2. LLC registration information (registration number, KPP, TIN, OGRN, etc.).
3. Confirmation of the fact that the receiving party is registered as a legal entity, pays taxes, is a Russian resident.
4. Data of the authorized person (full name, signature of the head of the company, seal of the organization).

In some situations, when invited foreign workers you need to provide additional applications - confirmation of the availability of a workplace, a guarantee from the employer to employ a visitor.

Where to submit a letter of guarantee

In accordance with the requirements of the Federal Law-373 dated May 16, 2011, registration, issuance of an invitation, extension is carried out at the Ministry of Internal Affairs of Russia. The letter of guarantee is submitted to the Main Directorate of the Ministry of Internal Affairs at the place of residence of the receiving party, along with the necessary accompanying list of documents and an application.

When preparing documents for a foreign person to enter the territory of Russia, it is necessary to carefully check all the data so that there are no problems later.