How to write a formal letter with a sample attachment. Organization letterhead sample. Creating a blank with your own hands: video
1. The letter is printed on white or light-colored paper of A4 (210 x 297 mm) or A5 (148 x 210 mm) format.
2. The sheet must have fields of at least:
20 mm - left;
10 mm - right;
20 mm - top;
20 mm - lower.
The date of the letter is the date it was signed. The date is written in Arabic numerals in the sequence: day of the month, month, year. The day of the month and the month are drawn in two pairs. Arabic numerals, separated by a dot; year - four Arabic numerals.
4. Outgoing number.
The registration (outgoing) number of the letter consists of its serial number, which can be supplemented at your discretion with an index (for example, the initials of the head of the department). The registration number of a letter compiled jointly by two or more departments consists of the registration numbers of the letter from each of these departments, separated by a slash.
6. Addressee
The addressee can be organizations, their structural subdivisions, officials or individuals. When addressing a letter to an official, the initials are indicated BEFORE the surname. The name of the organization and its structural unit indicated in the nominative case.
For example:
LLC "Company" Name "
planning department
The position of the person to whom the letter is addressed is indicated in the dative case, for example:
to CEO
LLC "Company" Name "
A.A. Ivanov
LLC "Company" Name "
planning department
B.B. Petrov
The letter should not contain more than four addressees. The word "Copy" before the second, third, fourth addressees is not indicated. With a larger number of recipients, they make up a mailing list of letters.
The requisite "Address" may include mailing address. The elements of the postal address are indicated in the sequence established by the rules for the provision of postal services.
When addressing a letter to an organization, indicate its name, then the postal address, for example:
LLC "Company" Name "
Yaroslavsky pr-kt, 12, Yaroslavl, 150001
When addressing a letter to an individual, indicate the name and initials of the recipient, then the postal address, for example:
Sidorov V.V.
st. Svobody, d. 5, apt. 12,
Yaroslavl, 150000
7. Letter text
The text of the letter is drawn up in the form of a table, a coherent text, or in the form of a combination of these structures.
The columns and rows of the table must have headings expressed by a noun in the nominative case. The subheadings of columns and lines must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered and only the numbers of these columns must be printed on the following pages.
A connected text usually consists of two parts. In the first part, the reasons, grounds, goals for writing the letter are indicated, in the second (final) - decisions, conclusions, requests, suggestions, recommendations. The text may contain one final part (for example, a request without explanation).
In the text of the letter prepared on the basis of documents of other organizations, their details are indicated: the name of the document, the name of the organization - the author of the document, the date of the document, the registration number of the document, the heading to the text.
The letter uses the following forms of presentation:
First person plural ( "please send", "send for consideration");
First person singular ("I consider it necessary", "I ask you to highlight");
Third person singular ( "the society does not object", "LLC "Name" considers it possible").
8. Application
A mark on the presence of the application named in the text of the letter is drawn up in the following way:
Application: for 5 liters. in 2 copies.
If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered, for example:
Appendix: 1. Lease agreement for 5 liters. in 2 copies.
2. Acceptance-transfer certificate for 1 liter. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the letter, which also has an attachment, a note about the presence of the attachment is drawn up in the following way:
Attachment: letter of the Ministry of Internal Affairs of the Russian Federation dated 05.05.2007 N 02-6 / 172 and an appendix to it, only 3 sheets.
If the application is not sent to all the addresses indicated in the document, then a mark on its presence is issued in the following way:
Application: for 3 liters. in 5 copies. only to the first address.
9. Signature
The requisite "Signature" includes: the name of the position of the person who signed the letter (full, if the letter is not issued on a letterhead, and abbreviated - on a letter issued on a letterhead) and the transcript of the signature (initials, surname), for example:
When signing a letter by several officials, their signatures are placed one under the other in the sequence corresponding to the position held, for example:
When a document is signed by several persons of equal positions, their signatures are placed at the same level, for example:
10. Print
The seal impression certifies the authenticity of the signature official on documents certifying the rights of persons, fixing facts related to FINANCIALLY, as well as on other documents, PROVIDING the certification of a genuine signature.
11. Performer
The mark about the executor includes the initials and surname of the executor of the document and his telephone number. A note about the performer is placed on the front or back of the last sheet of the document in the lower left corner, for example:
Write simply.
Write in a way that is memorable.
Write the way you want to to take a look.
Write so that you can be readwould be interesting.
Burnet Leo
Quite often, the first business contact is a letter, and if you do not pay due attention to the etiquette of a business letter, then the acquaintance may not take place and you may lose a client and business partner.
It is very important to be able to write business letters correctly, which creates a favorable impression about you personally and about the company as a whole.
Compilation rules business correspondence and correspondence were formed more than 150 years ago. It is generally accepted that they were first introduced in England. When compiling business letters to foreign and domestic partners, it is worth considering some features. which will be discussed below.
But despite the differences, there are general rules, which are typical for both Russian and foreign business letter etiquette.
First, before writing a letter business partner, it is worth deciding on the following points:
1. Type of letter (covering letter, order letter, notice letter, order letter, reminder letter, presentation letter, refusal letter, letter of guarantee, etc.).
2. Is it expected to receive a response letter. In some situations a non-letter response is required, such as a presentation letter.
3. Whether the content of the letter will be unambiguously and accurately understood by your addressee. Will there be any ambiguities regarding the issue of correspondence?
4. Are you sure that the letter sent by mail will arrive on time? If not, then it is better to use a fax, express postal services ( DHL , UPS etc.) or send an email.
Secondly, the tone of the letter must be correct, even if it is a complaint letter. A polite and simple statement of the question sounds convincing and, as a rule, eliminates unnecessary correspondence. Inaccuracies and ambiguities of wording, too frequent use of professional terms and unnecessary abbreviations should also be avoided, as this may lead to the need for further clarifications and, as a result, to lengthy correspondence.
Thirdly, a business letter should be written only on the letterhead of the organization of which you are an employee. A letterhead is a kind of business card companies, so the letter should be treated with special attention.
Fourth, the letter should consist of several paragraphs, each of which expresses a complete thought. Paragraphs should not be too long to make the text easy to read. You can follow the rule: the first and last paragraphs - no more than four typewritten lines, and all the rest - no more than eight. A paragraph containing less than four lines is inappropriate to transfer to the next page. In a business letter, it is better to avoid word hyphenation.
The letter must be typed in Times New Roman Cyr size 12 (for tabular materials), 13, 14, 15 and Times DL size 12, 13, 14 with 1-2 line spacing.
When preparing business letters, the page number is indicated in the lower right corner, and in others business documents at the top middle of the page.
In our country, the procedure for issuing documents is regulated normative documents, and first of all GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation Requirements.
GOST established two standard formats for document forms: A4 (210 x 297 mm) and A5 (148 x 210 mm).
Each document, written both on a letterhead and simply on a sheet of paper, must have margins (at least): left - 20 mm; right - 10 mm, top - 20 mm, bottom - 20 mm.
These documentary requirements are Russian legislation, but you can also follow them when writing business letters to foreign partners.
Depending on your relationship with the addressee, the appeal may begin with the words “respected” plus the last name (first name, patronymic) or “dear” plus the first and middle name (first name) and end with words of gratitude for cooperation. Before the signature, it is customary to write "With respect, ..." or "Sincerely, ...".
When addressing in a letter, words such as “dear”, “sir”, “madam”, “deputy director”, “head of department”, etc., should be written in full. Otherwise, the recipient may think that you don't really have much respect for them. You should not write "Uv. mr director. Such an abbreviation is inappropriate and sounds disrespectful.
In official letters, it is not customary to address the addressee with “you”, even if you are quite familiar and you have not only business, but also friendly relations with this person.
Real life example
For Alexei, the American habit of addressing “you” was worth the loss high paying job. Having worked in the United States for quite a long time and getting used to addressing his American boss simply as “Johnny”, Alexey turned to “you” in a letter to a potential Russian employer: “Dear Nikolai!” Such a welcome head Russian company perceived as familiar and familiar. In Russia, addressing by name and patronymic is a sign of respect and a way to maintain a certain distance and subordination. After receiving the letter, there were no further contacts from the employer, and the applicant thought for a long time what the problem was.
When drawing up a business letter to a Russian partner, it is important to follow a few more rules.
The position of the person to whom the document is addressed is indicated in the dative case, for example:
to CEO
AlfaYuvelir OJSC
V. A. Lagunin
JSC "BetaYuvelir-Holding"
chief accountant
V. M. Kochetov
If you use the abbreviations "Mr", "Ms", then you must first write the surname, after the initials of the recipient.
The document must be addressed to no more than four recipients. The word "copy" is not written before the second, third, fourth addressees. If the number of recipients is greater, a mailing list of the document is compiled.
When sending a letter to a legal entity, to the address of the organization, indicate its name, then the postal address.
OOO "GammaYuvelir"
Profsoyuznaya st., 82, Moscow,
When sending a document to an individual, first indicate the recipient's surname and initials, then the postal address.
Obraztsova O.P.
st. Sadovaya, d. 5, apt. 12,
Lipki, Kireevsky district,
Tula region, 301264
The note about the application named in the text of the letter is made out as follows.
Application: for 5 liters. in 2 copies .
If the letter contains an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered.
Application:
1. Regulations on maintaining internal accounting for 5 liters. in 1 copy.
2. Rules for the preparation and execution of documents for the sales department for 7 sheets. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If the application is not sent to all the addresses indicated in the document, then a mark on its presence is made out as follows:
Application: for 3 liters. in 5 copies. - only to the first address.
The composition of the requisite "signature" includes:
An indication of the position of the person who signed the document: full - if the document is not issued on company letterhead, abbreviated - if the document is issued on the company's official letterhead;
Personal signature;
Signature decoding (surname, initials).
CEO
LLC "Gamma-Yuvelir" Personal signature A. A. Borisov
On company letterhead:
General Director Personal signature A. A. Borisov
On the written request must be answered within 10 days of receipt.
Faxes and e-mails must be answered within 48 hours, excluding weekends.
In commercial and civic activities, it is often necessary to turn to officials.
Each appeal must be in writing. Official letters are sent in a variety of cases. This may be: a request for payment, a request to provide products without payment, a claim for the return of a debt, and so on.
No special forms apply to official appeals. Legislation Russian Federation suggests freehand writing. But beyond that, there are generally accepted norms. Their use makes it possible to apply to letters legal status. Absence necessary conditions and attributes does not allow them to be regarded as official correspondence.
Therefore, before officially contacting the addressee, you need to familiarize yourself with free samples and examples. They can be obtained using the links below this publication. This explanatory article can serve as a good help when writing.
Structure and Attributes of Official Letters
Official correspondence is conducted on sheets of A4 format. Moreover, for companies legal entities) letterhead is used. It already assumes the presence of registration identifying information.
This requirement does not eliminate the need for a "cap". It is written in the upper right sector of the sheet. It indicates the name of the addressee organization and official. It is also possible to write in it the name of the enterprise, department, manager, sender.
Opposite-to the left there is a place for making outgoing / incoming marks. They contain number, date and city. Accordingly, the sender puts the outgoing one, and the recipient puts the incoming one. For the recipient, a necessary requirement is to indicate the position and the person registering the document.
Next (below) is the text itself. For some letters, it is possible to write a title (optional). Under the text, you must indicate the full title of the position of the authorized person, his Last Name, First Name, Patronymic, contact phone number, details of the performer (if any). Opposite these data, the signature of the authorized person is put. This signature is certified by the seal of the sending organization.
Speech and writing style
Since it is official correspondence that is being considered, the speech is supposed to be businesslike. That is, the text should not contain any literary turns (comparisons, metaphors, allegories). It should be understood that the person who received the message most likely does not have enough time to read unnecessary literary turns.
The structure of the text of an official letter is considered to be the following: at its beginning, the informational part is given. It describes the relationship between sender and receiver. Further in the text it is necessary to describe the essence of the problem.
The description should be concise and supported by end dates, figures, evidence.
After that, it is necessary to propose the desired scenario for the development of events aimed at resolving the problem.
Below is a standard form and a sample of an official letter, a version of which can be downloaded for free.
Any organization, be it a state plant, small shop or a huge holding, sooner or later there is a need to enter into correspondence. To do this, you need to be able to correctly write, format and send a business letter. In this article, we will analyze the types of business letters and talk about how to draw up the main details of this document.
First, let's define what types of business letters exist. Indeed, depending on this, the rules for writing letters also differ: what to write, how to write, to whom to write, and so on.
You can list several dozen varieties of business letters, but the most common are:
- information mail;
- transmittal letter;
- letter of guarantee;
- thank you letter;
- a complaint;
- claim;
- offer (not commercial);
- offer;
- invitation;
- congratulation;
- apology;
- message;
- statement;
- the confirmation;
- warning;
- notification;
- reminder;
- recommendation;
- refusal;
- order;
- request;
- reference;
- request;
- job offer.
There is one more separate category Letters are court letters. We will not consider them, since only lawyers deal with such letters, and they know a lot about writing them. All the rest of the organization needs to know, especially those who work with the mail: if you get such a letter (it is marked “judicial”), keep both the envelope and the letter.
Business letter: structure
Business letter, among other things, differs from ordinary writing in that it has a clear structure, which consists of the following parts:
- Destination.
- Letter subject.
- Title or title.
- Introductory part.
- Main part.
- Final part.
- Application (if any).
- Signature.
- Executor.
This is the most common format for business letters, but, of course, some points are subject to change.
Destination
This is the one to whom we are writing a letter. Here you can specify the name of the company, its leader, or the official with whom you are currently corresponding. In the case when a business letter is sent for the first time to an organization, the addressee is CEO. A letter can also be sent to an ordinary person - an individual. There can be several recipients, but it is better not to put more than five. In this case, it would be more correct to do.
Depending on who we send the letter to, we arrange the details in different ways. If the addressee is the head of the enterprise, first of all, you should indicate his position, followed by the name of the enterprise and initials with a surname, and all of the above should be in the dative case.
to CEO
Energotras LLC
O.R. Zazublin
If the letter is addressed to a certain person at the enterprise, you must first write the name of the organization in the nominative case, then the position of the person, initials and surname, but already in the dative:
CJSC Butil-Express
production manager
R.N. Taburetkin
If the letter will be sent without a specific addressee to the organization, then indicate the name of the organization in the nominative case:
JSC "Mystic Pro"
If a business letter is intended for an individual, then first we write the surname in the dative case, then the initials, and on the following lines - the postal address to which the letter will be sent. If the postal address is unknown and the document is planned to be sent in some other way, we leave only the surname and initials:
Komarova S.V.
st. Polevaya, d. 5, apt. 457,
Moscow, 123456
You do not need to put a dot at the end or change the font, it must be the same as the text of the letter. The text of the attribute "Recipient" is aligned to the right.
Letter subject
it summary letters. You need to write it above the main text.
There are some documents in which it is not necessary to indicate the subject of the letter, namely: notification, complaint, claim, congratulations, letter of guarantee or warning. In all of these documents, the type of letter should be placed in the header, the only exception is for congratulations.
The text of the topic should not exceed 50 characters, it should be very short, but at the same time it is clear to write about what this document. Often, the topic can be expressed in 2-3 words, for example, "Request for information" or start with the preposition "about" and write in the prepositional case.
The theme font can be one point smaller than the main text font, but no more, and this is not required. Alignment should be left.
For example:
On the harmonization of the procedure for the actions of organizations in emergency situations
Information request
Heading or address to the addressee
The title or appeal is written in the center, one empty line from the subject of the letter.
It can be the title of the letter, which, in fact, replaces the subject. For the most part, this applies to complaints, claims, letters of guarantee, statements, warnings or notices. It can also be a personal appeal to the addressee of the letter.
If you write a title, it is better to type it in capital letters and put it in the center. You do not need to highlight the title in the form of an increase in font, it should be exactly the same as the body text. It is allowed to make the font bold:
NOTIFICATION
CLAIM
As for appeals, you should start with the word “Dear (s)”, then the name and patronymic of the addressee:
Dear Galina Viktorovna!
Dear Evgeny Borisovich!
If the name and patronymic individual unknown, they are not replaced by initials, but written like this:
Dear Mr. Petrov!
Dear Ms. Lisitsyna!
If the business letter goes to an organization, neither the surname nor the name and patronymic of the head of which are unknown to you, write neutrally “Dear colleagues” or “Dear gentlemen”. Do not forget to put an exclamation mark at the end, but only one, you don’t need to put them three or more times, showing your respect, it will look completely childish.
Text of the letter
The text of the letter is divided into three parts: introduction, body and conclusion. It doesn't have to be three paragraphs, maybe more. Each part of the text smoothly transitions into one another. If your organization does not have a corporate font for writing the body of the letter, it is better to choose the Arial or TimesNewRoman font, choose either 12 or 14 point size. It is worth starting to write from the red line, justified. The text needs to be justified. It can consist of simple or complex sentences, and each of them must have some idea, not be empty. No "water" business style does not tolerate speech. Each paragraph begins with a red line.
Introduction
The introduction can point to the addressee's letter that came earlier, to which you are writing a response, or indicate that you had previously agreed with the addressee that you would send a letter. If a letter is written to a person for the first time and there were no agreements, the introduction can be skipped.
The introduction is one sentence or even part of it.
For example:
To your ref. No. 175-8/3-15 dated 05/25/2015 we inform you the following
According to our agreement…
Main part
This is part of the letter, where it is written about the main thing, that is, about the essence of the problem. Conventionally, it can be divided into two parts: "justification" and "request". The rationale states the reason for writing the letter, the "request" states what you want to achieve from the recipient of the letter.
"Request" should be written from a new paragraph and from a red line.
For example:
We are sending you for consideration a package of documents on the maintenance of the TC "Kometa" and the territory adjacent to it for June 2015.
We ask you to review the documents, sign them, certify the signatures with seals and send one set of documents to the address of Cleaning Systems LLC.
Conclusion
The letter must end with a politeness formula that smoothly flows into a signature, for example:
Sincerely,
With deep gratitude
Best wishes
The presence or absence of a closing phrase depends on how close you are with the recipient, and on corporate culture the author, and the content of the letter. If we take, for example, religious organizations, then they end their letters with rather voluminous and emotional phrases. But if you write “Respectfully” in the claim, it will not look appropriate. Therefore, you should consider whether such a phrase is necessary.
Depending on the situation, the type and text of the letter, the final phrase will either be or not. Since this phrase will be followed by a signature, you should put a comma, not a period. An exception is if the author of the letter managed to arrange the final formula in the form of a short but full-fledged sentence. Then a period or an exclamation point is put at the end.
You should not change the font, it should be the same as in the body of the letter. The politeness formula is written from the red line. You should deviate from the main part or list of applications by 2-3 lines, also aligned in width.
Signature
The red line is not drawn up here. The position is written on the left. If it is too long, it is better to break it into two lines. The initials and the surname are placed on the right, aligned along the edge. As a result, between the position and full name we get a free space for the signature.
For example:
Chief Architect of OAO Stroy-City A.D. Semenets
Head of Client Department
support LLC "Telecontact" A.V. Gavrilenko
Application
An application can be documents that are completely independent, carry certain information that is needed in the work. Be sure to indicate all attachments to this letter, number them, indicate the number of pages and copies.
If a business letter has attachments, they are written after the main text of the letter, through one empty line of the line. The word "Application" or "Applications" is indicated from the red line, after which you need to put a colon. If there is more than one application, then each of them is written on a new line and numbered. In the application, the name comes first, then the number of sheets, copies. Nothing changes in the design of the text, the font, size, and alignment remain the same.
For example:
Appendix: Application for participation in the festival for 1 sheet. in 2 copies.
Applications:
- Scale and criteria for evaluating sound files for 3 liters. in 1 copy.
- The plan of the training "Management conflict situations» for 2 l. in 2 copies.
Executor
Despite the fact that each business letter is signed by the head of the company or officials authorized by him, the correspondence itself is carried out by an ordinary ordinary employee, i.e. executor. It is his name and contact details that are indicated in this part.
Information about the artist is always located at the very bottom of the letter, in the last lines. The full name, patronymic and surname of the employee is written, with a new line his contact phone number, and even lower - the address Email. We leave the font the same.
For example:
Edited by: Anton Solomonovich Leprikov
When the letter is completely ready, print it on letterhead and register, after which you can send it.
