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Quietly write to us and send us a copy. Ten rules of business correspondence. Request letter for rent reduction

Do chain letters bring happiness or unhappiness? Or about the occult “viral” spam of the era when there was no Internet yet...

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In the fall of 2003, a letter arrived at our Missionary Department.

“Hello! Several years ago I received a similar message, but I didn’t attach any importance to it and threw it away. And a month later my father died.

And then a month and a half ago I received this message again. And all in doubt. He sprinkled it with holy water, then multiplied it, but did not send it to anyone. And a disaster befell me - bedbugs appeared a week ago. Apparently I'll have to send it to someone. So I’m sending you 3 copies in the hope that you will help me.

May the Lord and the Most Pure Lady help you in your labors. Sincerely, Yuri."

Letter of happiness (provided in one of the originals)

The letter itself is located in Jurkal (Holland), it went around the world 445 times and came to you. Upon receipt of the letter, you must send it to the person you wish for happiness, if you do not believe in happiness from parallel worlds. Everything depends on you. The life of the letter began in 1254. It came to Russia at the beginning of the 20th century. The letter was received by the poor peasant woman Tsigunova and after 4 days she dug up the treasure, then married Prince Galitsin and became a millionaire. In 1943, the letter reached Marshal Tukhachevsky, who burned it. After 4 days he was arrested, tried, and then shot. In 1921, the Konaya Dáil received a letter but did not open it. He had an accident and both of his arms were amputated. They sent a letter to Khrushchev at his dacha, but since he did not read it, he was overthrown by his friends on the 4th day. In 1980, Alla Pugacheva made 20 copies and after 4 days received an unexpected invitation from a firia, after which 4 days later she deposited 20 thousand dollars into her account. There are a lot of examples. But under no circumstances should you tear up the letter. Take this seriously. This is the path between the present and the future. The letter can be sent in an envelope, as long as it reaches the address. Do not change the test.

J6181518T6-XXIIXIIXP5X

These signs will bring you happiness for 9 years. This letter has gone around the world, happiness should visit you. Send it to people who need it. Do not delay the letter for more than 96 hours. This chain was created by missionaries from Venezuela. Send a letter to your friends and wait for a surprise in 4 days. Dante received it in 1929, instructing his secretary to send 20 copies; a few days later he received 20 thousand. O. Dorose received the letter, but did not send it. His wife died during childbirth, giving birth to a sick son. After a few days, Dorose sent several letters, the doomed boy recovered. Make 20 copies! Be sure to send! This is not quackery! Expect a surprise! With love this is possible! This is a letter of luck, original in England! Luck has circled the world 9 times. Good luck is sent to you within 4 days from the date of receipt of the letter. Luck has chosen you along its path. This is not a joke. You will receive good luck by mail without sending money. Don't send money, because fate has no price. Do not keep this letter, it must leave your hands within 96 hours. The airline employee received $7,000. Don Oli, having received 400 thousand dollars, lost it because he broke the chain. Georges Visson received the letter, lost his wife because he did not give the letter new connections, but before his death he received $7,500,000. Please send out 20 copies and expect to see what happens in 4 days. The chain comes from Venezuela, and was written by St. Anthony De Grabe, a missionary from South Africa. Since this copy needs to travel around the world, make 20 copies and send them to friends and companies. In a few days you will receive a surprise. This is true! Even if superstition weighs on you, pay attention to the following. Constantine Joe received the chain in 1930. He asked his secretary to make 20 copies and send them out. A few days later, he won $20 million in the lottery. Marco de Dali, an employee received a letter and fell ill that he had to get rid of it within 96 hours, lost his job, then found the letter, made 20 copies in a few days, got a better job than before. Doine Frehrand received the letter, and without reading it, he threw it away, and 9 days later he died. In 1987, a young woman from California received a letter, it was very tattered and difficult to read. The girl gave her word that she would retype it and send it, but she put it off to do it. She was faced with a lot of problems, including car repairs. The letter did not leave her for 96 hours. Finally she printed it as promised and got a new machine. Remember, don't send money! You are sending good luck! Don't ignore the letter, send it! Good luck!

Yes, indeed, the man was subjected to a difficult temptation! And, alas, he is not alone in this. Such letters of “happiness” appear in mailboxes quite often; for example, I myself received them three times. How can one not figure out what kind of “lucky lady” is walking across the expanses of Russia?! Fortunately, I have three “identical”, but for some reason different letters in my hands - two that I received and one from Yuri.

Where are you writing and where are you from?

We read carefully:

“The letter itself is in Jurkal (Holland)… This letter is good luck, the original is in England!”

“It went around the world 455 times and came to you... Luck went around the world 9 times!...”

"The life of the letter began in 1254...This chain was created by the missionaries of Venezuela...The chain goes to Venezuela, and was written by St. Anthony De Grabe, a missionary from South Africa"

So, the letter was created in 1254, and the chain of transmission was created by the missionary from Venezuela, St. Anthony De Grab, who was originally from South Africa. You don’t need to be an expert in geography and history to know that Venezuela is located in South America, but in 1254, this continent was not known to the Old World! Moreover, in those days South Africa, because The territory of South Africa was also practically unknown to Europeans, and of course was not colonized by them. Therefore, the happy “dad” of the letter to St. Anthony De Grabe could not have appeared in Venezuela, or even been born in South Africa.

But that's not all the weirdness. It is not at all clear at what speed the letter travels around the world; sometimes it circled the world 445 times, sometimes only 9 times. In addition, it is not clear where the original is located, either in Holland or in England?

The fact that the author of the letter to St. Anthony de Graba from South Africa has a hard time with history, as evidenced by the following sentence: “In 1943, the letter came to Marshal Tukhachevsky, who burned it. After 4 days he was arrested, tried, and then shot.” Although I graduated from school a long time ago, I remember well that the marshal was repressed before the start of the Great Patriotic War...

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Strange chronicle or “don’t change the text!”

All events described in the letter refer to the twentieth century. And this is understandable, in 1254 there was neither Pugacheva, nor the successful peasant woman Tsigunova, nor the poor girl from California whose car broke down. But, by the way, "Do not change the text!" What is left in the letter from that ancient letter?

Probably magical signs, it dawned on me! Comparing three different letters from three different sources disappointed me - the signs were different. Moreover, in the last two versions, the signs contained the Slavic letter “P”, which is not in the Latin alphabet, usually used by occultists of the Middle Ages in writing magic spells.

J6181518T6-XXIIXIIXP5X

Y6181518E6XXXIPXP5X

Y61815, 1886-XXПX ПXPSX

The identity of the chronicler is very suspicious, who, judging by the letter, almost completely changed the ancient original. The events described in the letter took place in different years, in different countries and even continents. Who collected them and despite the warning “do not change the text!” for some reason did you include them? The lucky and unlucky ones themselves could not attribute to the letter what happened to them, because... luck came to them after they sent the letters. And the losers hardly immediately rushed to print in newspapers or sign a letter: “I, O. Dorose, did not send 20 copies of the letter, and my wife died in childbirth. Oh, woe to me, the fool! But I caught myself in time and the boy who was taken out from a dead wife, survived! In light of the described execution in 1943 of the already executed Tukhachevsky, there are doubts whether these people even existed.

The three letters that I have read are full of errors (you have already seen this by reading the above letter), both spelling and syntactic, incl. and in proper names:

"The letter itself is in Juerkuala...Jurkala...Jufkula."

"Doine Frehrand...Dogli Frehrand...Dognit Frihland."

"George Visasy...George Visson..."

And finally, the name of the Catholic missionary was distorted as best they could: now he is “de Grab”, then “de Grubby”, then “de Gab”...

Writing through the eyes of a Christian

Leaving secular erudition aside, let's look at the letter through the eyes of a Christian. It doesn’t look like a letter of prayer to God; there is not even a hint of the appeal “Lord, have mercy on me, and send me wealth!” By the way, such prayers are not approved not only by the Church, but also by the Lord Himself “...do not seek what you will eat or what you will drink, and do not be anxious, for the people of this world are seeking all these things; but your Father knows that you have need of these things; seek above all the kingdom of God, and all these things will be added to you.”(Luke 12:29-31).

Without a doubt, what we have before us is essentially magical writing (more precisely, a parody of magical writing).

If so, it would be appropriate to first present a counterargument from the camp of spiritual opponents. Although I am far from magic, sorcerers assume that obtaining a positive effect depends on the correct execution of a magical ritual and the correct pronunciation (drawing) of spells. However, the magic signs in all letters are different! And the letter itself with Alla Pugacheva and the peasant woman Tsigunova does not correspond 100% to the ancient original. Hence, the claimed magical ability of writing to make every obedient distributor happy is very doubtful.

Due to its magical nature, the letter could not in principle be created by a Catholic missionary, who was also designated a saint. Although the Roman Catholics fell into many heresies, it is unlikely that in those days they lost the ability to recognize godless magic, like our modern Russians.

In one of our morning prayers, we say to God: “For You are my Creator and the Provider and Giver of all good, and in You is my hope...” So, every Christian realizes that all the benefits he receives have one source - God, which is why we pray to Him daily: “Lord have mercy... help... save... enlighten, guide on the true (righteous) path... heal... grant”, etc. p. At the same time, when praying in this way, a Christian does not ask arrogantly and complacently, but is imbued with humility, understanding his sinfulness and unworthiness of the benefits he asks for. And at the same time, through his actions in everyday life, he strives for righteousness, thereby proving his love for God.

What does the letter call for? Good or evil, righteous or mired in sins, a Christian or an atheist - it doesn’t matter, just rewrite the letter 20 times, and you will receive happiness within 9 years!

When in prayer we ask God for something and receive it, we know the source of the good - God. In magic - conspiracies, spells, including in this letter, there is no appeal to God. Then who fulfills the magical request? Demons!

This is why the Orthodox Church so angrily condemns those who practice magic and witchcraft, remembering the prophetic warning: "...don't learn to do abominations... should not be with you ... a soothsayer, a fortune-teller, a soothsayer, a sorcerer, a charmer, a conjurer of spirits, a magician and a questioner of the dead; For anyone who does this is an abomination to the Lord..."(Deut. 18, 9 – 14.), because such people voluntarily submit themselves to demonic power.

Being "image and likeness" God (Gen. 1:26), we are endowed with such a quality as free will. Being free, we have the right to accept and refuse some benefits given to us by God, including material wealth, which can bring many temptations that do not contribute to our salvation. Does the Lord punish us for this? Of course not. Moreover, He endures for a long time; even the most serious sins of people. What about the letter “HAPPINESS”? He refused to distribute such a letter that brought “happiness”: he was kicked out of work, had an accident, was overthrown from power, his wife died, and even... was shot. This is such “happiness” with an animal grin! Can God really be behind this? "there is love"(1 John 4:8)?

Therefore, there should be no doubt when you see such a letter in your mailbox: throw it in the trash bin! And remember that, according to St. apostle paul "in the world an idol is nothing"(1 Cor. 8:4). And if you live a Christian life - love God and your neighbors as yourself, participate in divine services, resort to the saving Sacraments - confess your sins with repentance and partake of the Body and Blood of the Lord, do not give up prayer, then no letter or conspiracy, no demonic malice or the sorcerer will not harm you.

However, my deep conviction is that all these “letters of happiness” are not evil magic that brings all sorts of troubles to the disobedient; most likely, this is someone’s cruel joke, a mockery, however, having an occult background. Such a letter will continue to circulate as long as there are simple-minded, occult-minded, greedy for freebies from “parallel worlds” and at the same time timid, unchurched Russians.

As for the case with Yuri, one can only sigh with sorrow, they are demons! The ancient fallen spirits are strong in temptation, they are masters of passing off random events as interconnected.

P.S. By the way, “pies of happiness” are also spreading across Russia, or rather a magical leaven for them, which needs to be distributed to all the simpletons you know. Such pies need to be baked only once in a lifetime and the starter should be distributed only to very, very good people...

Maxim Stepanenko, supervisor
Missionary Department of the Ufa Diocese
Russian Orthodox Church

At the beginning of April 2008, another “letter of happiness” was sent to me over the Internet. Notice its noticeable change.

"CHINESE INSTRUCTION. You can buy a house, but not a hearth; you can buy a bed, but not sleep; you can buy a watch, but not time; you can buy a book, but not knowledge; you can buy position, but not respect; you can pay for a doctor, but You can't buy your soul with health, but not with life; you can buy sex, but not with love. The original is kept in the Netherlands. This instruction has already flown around the world eight times. And yet, this time it will bring you luck. . After receiving this letter, you will become happy. This is not a joke. Good luck will come to you. Send this letter to those people who need happiness. Do not send money, because you cannot keep the letter for more than 96 hours. during this time it must be forwarded. Some examples of what happened: Constantine received a letter in 1953 and asked his secretary to make 20 copies of it; after 9 days he won 9 million marks in the national lottery. In 1967, Bruno received this letter. and threw it away laughing. A few days later his son fell ill. He found the letter, made 20 copies of it and sent them out; nine days later he received news that his son had recovered. In 1987, a letter was received by a young Californian who noticed that it was illegibly written. He promised himself to retype it on a typewriter, but put it off until later. That is, he did not free himself from the letter in the next 96 hours. He later rewrote and forwarded it as promised and received a new car. He subsequently forwarded it, continuing the happy chain. Don't forget, don't send money or sign letters. Just send 20 copies and wait to see what happens in a few days. The manual was written by a missionary from the Antilles. I am sending it to you because you must help him go around the Earth. Send 20 copies to your acquaintances, friends and girlfriends. A few days later you will receive good news or you will have a surprise. This is true even if you are not superstitious. This piece of paper was sent as good luck. Thanks to someone who loves you, happiness will be preserved from your forwarding. Good luck will come to you within about 4 days after receiving this letter that was intended for you. Happiness came from Venezuela and was written by Anthony de Crood, a South African missionary. Now it's your turn to forward it. Do not keep the letter, it must leave your hands within 96 hours. I ask you to send copies and you will see what happens within 4 days. DON'T SEND MONEY, DON'T FORGET ABOUT THIS LETTER. IT REALLY WORKS."

Letter of request– one of the most common types of business correspondence. Among entrepreneurs, such letters are used when representatives of one organization contact another with a request for a service. Such messages can be used in completely different situations, for example, when there is a need to obtain information about products, see samples of goods, meet a business traveler, coordinate some actions, etc.

Rules for writing a letter of request

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

FILES

For obvious reasons, a letter of request does not have a standard template, but despite this it is a form of an official document. That is why, when drawing it up, you should adhere to certain standards established by the rules of office work and business ethics. Before moving directly to the basic rules for its preparation, it should be noted that it can be addressed either to a group of people (for example, managers, accounting department employees, lawyers, etc.) or to a specific addressee.

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

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

What follows main part directly related to the request. It must be expressed using any derivative form of the verb “to ask” (“we ask you”, “we make a request”, etc.), and since such a message is, in any case, a petition for some kind of service, it must be written in a respectful manner. It’s good if the request is preceded by a compliment (“knowing your great capabilities,” “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 on 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, letters are sent and received by the organization's secretaries (in large companies, entire departments do this). After compiling or reading, they pass them on to the head of the enterprise for review. Exceptions are messages marked “confidential” or “personal delivery” - such letters are sent directly to the addressee.

Instructions for writing a letter of request

Since this message is part of corporate correspondence, the author must first be indicated, namely: the name of the sending company, its actual address and contact telephone number. 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 letter of request (but this is not necessary).

The next part of the letter concerns the request itself. First, it is advisable to justify it and only then express the essence of the request. At the end, the letter must be signed (it is better if this is done by the head of the company or an authorized, trusted person), and also indicate the date of creation of the document.

How to send a letter

The letter can be sent by email or fax - this is quick and convenient, but conservative sending via Russian Post will allow the letter to be presented in a solid and attractive manner. For example, you can make a request in writing by hand in beautiful calligraphic handwriting or print the text on good, expensive paper.

Attention to such little details will make it clear to the addressee how respectful the opponent is towards him, and will also once again emphasize the significance of the request. The only thing to remember is that letters via 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 journal of outgoing documentation. In the same way, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings that occur in business relationships, recording the fact of sending and receiving letters will help to quickly understand the situation.

Examples of writing request letters with explanations

So, we have understood that a request letter is a letter that contains a request to the recipient. The purpose of the text is to induce the recipient to perform an action that is beneficial to the sender. The letter must contain a formulated request and its rationale. 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 must not only know the rules for composing the text, but also take into account psychological nuances. Next, we will consider specific example templates depending on the situation.

Letter of request for funds

The letter is drawn up if it is necessary to obtain the allocation of funds from the state, sponsors, or individuals.

From the NGO “Help to Pensioners”
Member of the Legislative Assembly
Ivanov I.I.

Hello, Ivan Ivanovich. I am a representative of the non-profit organization “Help for Pensioners”. We help 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 NGOs, funds began to run out. We need money to rent premises, pay salaries to employees, and purchase equipment.

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

Sincerely, Petrova A. A.

Explanation:

The above text is compiled according to all the rules. It contains:

The name of the NPO and an explanation of its activities.
A request for money, an explanation of its necessity (money is needed for rent and salaries).
Mention of the President. It is necessary to justify the benefits of sponsorship for the official. What is the deputy interested in? In career growth. Helping the organization will help achieve this goal.

The specific amount of funds that the commercial organization needs is also indicated.

Letter of request for delivery of goods

The letter is usually sent to the company's partners. It is advisable to justify the mutual benefit for both companies in the text.

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 (to be specified). We became interested in your product at a regional exhibition.

If you agree, please inform us about the delivery terms and 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 requesting 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, etc. The cost of services is quite high. The crisis came, and it became difficult for the company to pay for printing products. 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 "Zapad"
Petrova B.B.

Hello, Ivan Ivanov. Our organization was affected by the financial crisis. The number of contracts concluded with us has decreased by 20%. Unfortunately, the crisis affected not only us, but also our clients. People cannot pay the same amount for our services 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 letters asking for a discount to all our suppliers. If 20% of our partners provide us with favorable conditions, our company will survive difficult times and will not close. We've already been given a discount by our landlords and phone company.

Best regards, Boris Petrov.

Explanation:

The letter contains the following important points:

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

The text must be written in such a way that the letter is read to the end and agreed to the proposed conditions.

Request letter for rent reduction

Rent eats 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.

Head of the company "Plus"
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%.

Throughout our cooperation, we have never delayed payments. We hope that you will make concessions to us and we will maintain our business relationship. We guarantee timely payment of rent, despite difficult financial conditions.

Best regards, Ivan Ivanovich.

Explanation:

It is important to mention in the letter that the company 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 tenant will refuse his services.

Letter of request for payment of debt

Debts very often arise in interactions between companies. If the organization is committed to further cooperation with the counterparty who has incurred a debt, a letter of request is sent.

Ivanov I.I.

Sidorova P. P.

Dear Ivan Ivanovich, we ask you to repay 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, we are now forced to suspend the provision of services due to lack of payments.

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

Best regards, Petr Petrovich.

Explanation:

The letter must include the following points:

The exact amount of debt.
The date by which the debt must be paid.
Measures that the company will take if payments are not received.

The text may mention long-term successful cooperation with the organization. This should be a request, not a demand. The requirement is drawn up using a different template.

Letter of request for deferred payment to supplier

The organization supplied the company with a batch of products, but did not pay for it. A debt has arisen, but the debtor does not have the means to pay. In this case, it makes sense to write a letter requesting a deferment.

To the head of the company “Where is the money”
Sidorov P. P.
From the head of the company “Money is about to come”
Ivanova I. I.

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

For 2 years, we have maintained successful business relationships with you and did not miss payment deadlines. Today we ask for payment in installments. Our company is ready to pay the debt in two stages:

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

We promise you to make payments on time. Thanks for understanding.

Best regards, Ivan Ivanovich.

Letter requesting payment for another organization

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

To the head of the company “The money is about to come”
Ivanov I.I.
From the head of the company “Where is the money”
Sidorova P. P.

Dear Ivan Ivanovich, you have a debt to our company in the amount of 300,000 rubles. Our organization also had 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 an installment plan for the balance of the debt, which you previously requested. Thanks for understanding.

Best regards, Petr Petrovich.

Letter of request for assistance in resolving the issue

All companies may face complex problems that cannot be resolved without outside help. A letter of request for assistance can be sent if necessary, for example, for holding events. The petition is sent to commercial organizations and government agencies.

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

Dear Boris Borisovich, I am a representative of the public organization “Giving Good.” We organize and hold 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. Representatives of the legislative assembly and the public will be present at the celebration.

You can contact us by phone XXX

Best regards, Ivan Ivanovich.

To sum it up

Let's combine all the rules for writing a letter of request. First you need to introduce yourself and talk about your activities. But the introductory part should not be drawn out. Our goal is to encourage the recipient to read the letter. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start presenting your request. Accuracy is required: indication of deadlines, amount of funds. It is important to understand that the recipient must feel the benefit. Therefore, the letter must indicate why it would be beneficial for the organization to comply with the request. At the end, you need to say goodbye politely and without ingratiation.

Covering letter for documents- this is a letter that accompanies the documents being sent and which contains the name of the document being sent and the 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 and document number are entered, and the title of the letter is also written.

Below is a message to the recipient.

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

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

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

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

Please confirm receipt...
Please pass...
Please inform...
Please return...
Please be guided...etc.

Under the main text of the letter there may also be a note about the presence of 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 for the documents contains the sender’s signature, his position and full name.

Sample cover letter for documents

To the director
LLC "Standard"
E.S. Kuzmin

27.07.2013 № 23

Dear Evgeniy Stanislavovich!

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

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

Director

Dykov

CM. Dykov

A cover letter for documents is prepared on the organization’s letterhead.

Letters of request are an integral, important and necessary part of business correspondence. On the one hand, these are tactful and diplomatic requests on current issues, on the other hand, they are a tool for achieving certain goals of the addressee. The purpose of any letter of request is to induce the addressee to take certain actions required by the author of the letter. How to write a letter of request to get as close as possible to a positive response?

Any letter of request must consist of a well-thought-out rationale and a clear statement of the request. In addition, you can use techniques that increase the efficiency of writing.

Step 1. Who do you contact with your request?

Address the addressee personally, preferably by first name and patronymic:

“Dear Ivan Ivanovich!”, “Dear Mr. Ivanov!”

Firstly, you will express your respect to the addressee, and secondly, a request addressed to a specific person imposes responsibility on him for its implementation. There are situations when a request is addressed to a team or group of people. In this case, it is also advisable to personalize the appeal as much as possible:

“Dear colleagues!”, “Dear managers!”, “Dear junior employees!”, “Dear HR employees!”

Step 2. Why are you contacting me?

Give a compliment to the recipient. By giving a compliment to the recipient, you answer his question: “Why are you asking me this question?” Note his past achievements or personal qualities.

“You are always ready to listen and find the best way to solve the problem of almost everyone who contacts you. And, to give you credit, you helped a lot of people.”

“You are a leading expert in the field...”

“You have helped many people resolve the most difficult issues in the field of...”

This technique will allow the addressee to look at the request more closely and try to find an opportunity to satisfy fuck her.

A compliment is appropriate when it comes to non-standard requests, when you need to win the recipient over, when you need to draw attention to certain merits and qualities that are necessary and important for the fulfillment of your request.

It is very important not to cross the line between a compliment and rude flattery. Be sincere.

Step 3. Justification of the request

Any request must be justified as to why you are making this particular request. Enter the addressee into the context of your problem.

At this stage, you need to select the three most significant arguments for the addressee. It is best to build arguments according to the following scheme: strong - medium - strongest.

Requests come in varying levels of complexity, so the recipient is not always interested in fulfilling someone’s requests. He needs to be convinced that fulfilling the request has potential benefits:

Interest the recipient

Offer to implement some attractive opportunity for him related to the fulfillment of your request:

“At all times, business-minded, enterprising people have strived not only to achieve material success, but also to leave their mark on the history of their Motherland, to be remembered for their good deeds, and to win respect.”

« The successful activity of any professional community is, first of all, understanding and support from friendly Unions, participation in joint events and projects».

« Of course, your big goal is a clean and comfortable city for people».

Or voice a problem that is very relevant specifically for your addressee:

“You, as a wise city owner, are probably concerned about the chaotic walks of children of different ages in unsuitable places, which leads to increased traffic accidents and an increase in child crime.”

“Your department has received more frequent calls on non-core issues, which takes up a lot of invaluable working time.”

Show how your request can help realize the opportunity:

« And today, when our country relies on youth, it is difficult to find a more necessary, sacred cause than helping young men and women from disadvantaged families. In our city there are those who already provide such assistance - under the auspices of the mayor’s office, our charity center “Heritage” operates on donations from citizens, teaching difficult teenagers folk crafts ».

Or to solve the problem:

“Equipping specialized places for children of different ages to spend time will help reduce the level of child crime and minimize road accidents involving children.”

Describe the significance of the request

When there is nothing to offer the addressee or in the context of this request it is inappropriate, then it is better to bring the addressee up to date. Here you need to describe the situation as fully as necessary to understand the relevance of the request and the importance of its implementation. The significance of the request must be described in such a way that it “touches the soul.” If the request does not fall into the category of “touchy”, then you need to show the addressee the cause-and-effect relationship, which will ensure that the addressee fulfills the request.

“From (date), according to lease agreement No. X, the rent for 1 m2 is 20 USD. per day. Over the past three months, there has been a decline in trading activity due to economic instability and social unrest. The average profit from trading is 10 USD. per day, which is not enough even to pay rent. If measures are not taken, private entrepreneurs will be forced to close their retail outlets, which may negatively affect your income.”

Thus, you must make it clear to the recipient that fulfilling the request carries the prospect of receiving material or non-material benefits.

Step 4. Statement of the request

When the addressee is prepared, you can state the actual request. The text of the request should be quite concise and extremely clear. In no case should there be ambiguity or understatement. For example, if we are talking about reducing rent, it is important to indicate to what level:

“We ask you to reduce the rent level until the situation stabilizes to 5 USD. per m2 per day.”

If we are talking about the provision of services, then make the request as specific as possible, indicating the desired dates, price issue, etc.:

« To equip a pottery workshop, we need a kiln for firing ceramics - we ask you to help us purchase it. The cost of the stove with installation is 998 thousand rubles».

In this example, it is not entirely clear what kind of help is required from the addressee. It would be better to formulate the request more specifically: “We ask you to help us purchase a kiln for firing ceramics by transferring 333 thousand USD to the bank account of the company for the production and installation of kilns.”

Whatever you ask for, the recipient must know exactly when, what, how much and at what price you want to receive. A generalized request is more at risk of refusal, because the recipient does not always have the time and desire to deal with the details. In addition, you run the risk of not getting what you want by transferring the initiative to the recipient.

For example, private entrepreneurs wrote a letter asking for a rent reduction, but did not indicate to what level they want to reduce the rent:

“We ask you to reduce the rent until the situation stabilizes.”

As a result, they received a reduction in rent, but only slightly (by 1% of the existing one). Thus, their request was granted, but did little to change the position of the initiators of the letter.

In some cases, the text of the request can be bolded to make it stand out in the text, but do not overuse this technique.

Step 5: Summarize your request.

Repeat your request and emphasize how the recipient will benefit if the request is fulfilled. The request should be modified somewhat. It is best to construct a sentence according to the scheme: “If you fulfill the request, you will be happy.”

“If you meet us halfway and reduce rents until the situation in the region stabilizes, you will not only be able to save more than 150 jobs, but also will not incur global losses due to the complete absence of rent.”

But there may be other options:

“You can be sure that every ruble of your charitable donations will go to a good cause and will help children in difficult situations grow into worthy citizens.”

“You can be sure that every child’s smile will give you moral satisfaction from your difficult work, and your efforts and efforts are an investment in worthy and happy citizens of the near future.”

The main thing is to repeat the meaning of the request and the benefits of fulfilling it. The benefit does not have to be material. Remember that the addressee is a person, and feelings are not alien to him.

EXAMPLE:

Was

It became

“We kindly ask you, I.I. Ivanov, organize a meeting of applicants with the main manager of your company. We will be grateful for your assistance.

With respect and gratitude,

Director of the employment center

P.P. Petrov"

“Dear Ivan Ivanovich!

Your company has been participating in the Career Guidance Program for applicants for several years now, helping them decide on their choice of profession.

As a HR manager, you are interested in training professionals, and we are ready to help schoolchildren begin to train masters of their craft. Today, the profession of 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.

By telling 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,

Director of the employment center

P.P. Petrov"

And don’t forget about the design of the letter – this is the “face” of the organization. If the initiator of the request letter is an organization, then such a letter is drawn up on letterhead with the signature of the manager or authorized person. If you are a private person, then it is sufficient to comply with basic norms in the arrangement of letter elements. These details are legally and psychologically very important for the addressee and the formation of the correct image of the sender.

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“Commercial offer”, “News”, “For you” or simply “Re:” - if such a letter came from an unfamiliar address, then most likely it will seem like spam. A few words in the subject line of an email can grab the recipient's attention or cause him to trash the email. The subject is the first thing the recipient of the email will read. That’s why it’s so important to formulate it.

In the subject line of the letter, briefly state its main content. It is advisable to write as specifically as possible, not “About problems”, but “Problems with the supply of drugs to the pharmacy on Selezneva Street”. If you are making a proposal for cooperation, then indicate in the subject of the letter something that affects the interests of the addressee. For example, write not “Proposal for cooperation”, but “We offer a joint advertising campaign to increase sales.” Or: “For the Alpha company: an exclusive discount on advertising in Beta retail outlets.” The addressee should immediately understand how your letter will be useful to him. In addition, if after some time he wants to find it in the list of received messages, he will be able to specify the keywords you specified in the topic for searching. When the recipient of the letter is a potential employer, a convenient subject option would be: “Resume of I. A. Ivanova for the vacancy of a pharmacist.”

Never submit any files without a cover letter. It’s like walking into a business partner’s office without saying hello and simply throwing the necessary documents on his desk. Start your cover letter with a polite address: by name and patronymic - to those who are older than you, occupy a leadership position, or simply prefer such address to themselves; by name - to those who always introduce themselves only in this way and do not offer to call themselves by their patronymic. If you don’t know how best to contact, then contact by name and patronymic. The recipient himself will suggest you switch to a more familiar address by name. If the name is unknown, you can address in general words: “Dear colleagues!”, “Dear company management!”, “Dear suppliers/clients/future partners!” Finally, if you really don’t know how to address yourself, just leave the word “Hello!”

At the beginning of the letter, it is best to remind the recipient of how you began cooperation and met. For example: “During the conference in Moscow, we met and discussed the possibility of further cooperation.” With this phrase you will remind the person who you are and why you are writing to him in the first place. It would not be amiss to express gratitude if there is something for it, for example: “We express our deep gratitude to you for assisting us in conducting an advertising campaign.”

Next, immediately move on 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 more difficult to read text on a screen than in print. Therefore, it is important that the person understands as quickly as possible what you want from him. In addition, the first phrases are remembered best. And if you “hide” the main idea in the middle of the letter, 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, they can be numbered. Avoid overly long emails. If the presentation of the problem takes up a large amount of space, 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 a separate folder or print it.

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

At the end of the letter, please include your full name, position, company name and contact information. It is advisable to indicate all contacts that the recipient may need: postal address, telephone numbers, fax, email, website address. If you use Skype and ICQ for work purposes, indicate them too. In this case, it is advisable not to indicate “extra” contacts. For example, you should not specify several email addresses - it is better to write one to which mail is delivered most reliably.

Sign every 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 auto-signature in email programs and on email websites. Thanks to this feature, the email program automatically adds an auto-signature to each letter it creates.

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

“Oh, I forgot to attach the file. I’m sending it” is perhaps the most common phrase that can be found in letters with attached files. Such forgetfulness seems to be a trifle. But it causes significant delays in business processes. You have sent the file and are waiting for a response. The next day you call and find out that the file was not received because you forgot to attach it. To avoid this situation, get into the habit of attaching files to the email first, and then writing a cover letter.

Another tip is to name the files in a way that makes them clear to the recipient. If your addressee is a potential employer, then the file should be called not “Resume”, but “Ivanova I.A. Resume for the vacancy of a pharmacist” or “Pharmacist. Ivanova”. If the recipient is a business partner, then also look at the file through his eyes. Call it not: “Commercial proposal for the Alpha company,” but “Commercial proposal from the Beta company.” Not: “Price”, but “Price. Advertising on coin boxes. Company “Advertiser””. In this case, the recipient will quickly save the letter in his folder and will not have to specially rename it.

It is advisable to send the letter to the person whose competence actually includes resolving the issues raised in the letter. If you are sending a resume, you must first find out the email of the HR manager or supervisor. If a proposal for cooperation is sent, it must be sent to the person who makes decisions on such issues, be it a purchasing manager, an advertising specialist or a director.

It happens that the only available address is the general address of the company like info@ or reklama@. By writing to such an address, you can easily go unnoticed, since it receives a lot of spam. Therefore, it is advisable to indicate in the subject line the name of the employee of the company for whom the letter is intended or the name of the company you are contacting. Keywords related to the company’s activities will also help you attract attention. For example: “Problems with the supply of timber from the company “Firewood of Siberia”” - this wording will attract the attention of the managers of the corresponding company.

Another typical mistake of senders is the desire to notify everyone about the contents of their letter. They indicate the addresses of all more or less interested people so that they receive copies. Unnecessary emails irritate recipients; they distract you from your work, including yourself when they start calling you back for clarification.

There is a rule: if you list all recipients separated by commas, then you expect a response from each of them, and if you indicate part of the addresses in the “Copy of letter” line, then you do not expect a response from these addressees, just informing them. However, this rule is not followed by everyone. And it is better to specifically agree on such a rule with regular recipients.

Another convenient feature for sending copies is Bcc. If you enter the second recipient's address in this line, the first recipient will not know that you informed someone else.

Use delivery notification for important emails. Don't try to include it in every letter. You can also use a note indicating that the letter is especially important. Just don't abuse it. And then some senders of letters like to mark all letters in a row as especially important, and as a result their letters cease to be perceived as significant at all.

To work with received letters, the function of sorting received letters into folders is very convenient. In your mail program, you can create certain rules according to which incoming letters will be distributed into folders from a specific recipient, with a certain keyword, and so on. Letters can be sorted by almost any parameters: by importance, size, date, recipient list, and so on. Using sorting is especially convenient if you have subscribed to any mailing lists or if you receive a large volume of emails. In this case, for example, news received via mailing list will end up in a separate folder, and you will be able to read them when the time is right, and not every time such a letter arrives.

It is not customary to use emoticons in business letters. Express emotions with words: “wonderful”, “very happy”, “I admire”. The exception is correspondence with business partners with whom you have become familiar, have had coffee together more than once, and generally maintain informal relationships. Some people 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 for you”, “I look forward to your answer”.

For an employee of a holiday agency or design studio, whose work requires a creative approach, non-standard wording will only be a plus, but if an accountant or manager starts to be original, it is unlikely to 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 line as stated by the sender. Then it will be convenient for both of you to monitor the progress of solving the problem. But it is extremely inconvenient when the author, for the first time sending a letter on some new topic, leaves a topic that was preserved in some old incoming letter. Receive a letter in the spring with the subject “Re: Happy New Year!” not very pleasant and convenient. It will be impossible to immediately understand what the letter will be about. It will also not be possible to find it through “Search” using keywords later.

If you are going on vacation or going on a business trip for some time, use the “Auto answer when absent” function. In this case, during your departure, everyone who sends you letters will receive a standard response that you will write yourself. In this auto-reply, it is advisable to indicate what date you will return to work, as well as who you can contact during your absence.

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

Recommendations for composing paper letters are generally the same as for electronic ones. It is necessary to respectfully address the recipient, formulate the main idea of the letter at the very beginning (for example: “We invite you to the awards ceremony”), present the main content in a structured manner and indicate all the necessary contacts.

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

Write letters only when really necessary. An important requirement of business correspondence, as well as business communication in general, is respect for your partner’s time. Save the time of your email recipients by carefully wording questions and eliminating unnecessary details. Then your messages will always be perceived as important and informative, and you will receive answers to them.

Text: Irina Kurivchak

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