How to write a formal business letter. Business letter in English. Sender's name and address

According to GOST R 7.0.82013 “System of standards for information, librarianship and publishing. Office work and archiving. Terms and definitions” the addressee is the attribute of the document containing information about the recipient of the document (clause 67).

The requisite "Recipient" is used in business letters and internal information and reference documents (reports and memos, statements, etc.).

The requisite "Address" includes:

• name of the addressee (recipient of the letter);
• mailing address or phone-fax number, e-mail address.

The recipient of the letter can be:

• official / several officials;
• organization;
• structural subdivision of the organization;
• group of organizations;
• individual.

ADDRESSOR - OFFICIAL

According to GOST R 6.30-2003, initials are written before the surname of any official. If the letter is sent head of a government agency, then the name of the organization is included in the position, full name. are indicated in the dative case, the initials are written before the surname:

If the letter is addressed leader commercial organization , then the position includes the name of the organization indicating the legal form (in full or abbreviated form), the initials are written before the surname:

If the letter is addressed deputy head, the title of the position includes the name of the organization. The surname is indicated in the dative case:

If the recipient of the document is head of the structural unit, then first the name of the organization is indicated in the nominative case, then in the dative case the name of the position of the person indicating the structural unit, for example:

According to paragraph 5.15 of the new GOST:

• when addressing a letter official initials are placed after the surname;
• before the surname, it is allowed to use the abbreviation "Mr" (Mr.), if the addressee is a man, or "Ms." (Madam), if the addressee is a woman:

ADDRESSOR - ORGANIZATION

If the letter is addressed to an organization, then its name (full or abbreviated) is indicated in the nominative case:

When addressing a letter to an organization, its full or abbreviated name is indicated, for example:

Addressing to an organization is used in cases where the sender does not know who the head of the organization is, his surname, initials.

ADDRESSOR - STRUCTURAL UNIT

The document can be addressed to the structural unit of the organization. As a rule, this method of addressing is possible if the consideration of the issue to which the letter is devoted is within the competence of the structural unit.

When addressing a document to a structural subdivision of an organization, the name of the organization in the nominative case is indicated in the “Addressee” requisite, below - the name of the structural subdivision in the nominative case, for example:

What changes GOST R 7.0.97-2016? Nothing.

ADDRESSOR - INDIVIDUAL

Registration of the requisite "Address" when conducting correspondence with individuals has its own characteristics. First, the surname in the dative case is indicated, then the initials and then the postal address:

What changes GOST R 7.0.97-2016? Nothing.

ADDRESSED - MULTIPLE ORGANIZATIONS
OR STRUCTURAL UNITS

A business letter can have multiple recipients. GOST R 6.30-2003 establishes a method for the generalized design of addressees when sending letters to several homogeneous organizations or to several structural divisions of one organization. There are two options for decorating props.

Option 1: specify several recipients in the “Address” attribute itself. This design option is used when a letter is addressed to an organization or official (this is the main addressee) and for information - to a number of other organizations or officials.

Addressing is executed as usual in the upper right corner as a listing of the details of the "Address" for each body / organization or structural unit of the organization.

In this case, the total number of recipients should not be more than four.

All addressees are drawn up on the document itself, the word "Copy" before the 2nd, 3rd and 4th addressees is not indicated.

All printed copies of the letter in this case are signed as originals. Each copy is sealed in a separate envelope, on which the postal address of a particular organization or structural subdivision is issued.

Option 2: specify the addressee in general, if we send a document to a group of organizations (heads of organizations) of the same type or in structural units(branches, representative offices, etc.) of one organization:

If the number of recipients in this case is more than four, an additional list is compiled for mailing the letter (mailing list), which indicates specific recipients and their addresses. This is noted in the props "Address":

There is no approved mailing list form. The form of the sheet can be fixed in the instructions for the office work of the organization. In fact, the mailing list is the “Address” attribute transferred to a separate sheet, which means that its content must correspond to this attribute. There are three information blocks in the "Address" attribute: the name of the organization, position, initials and surname. In the mailing list for the letter, we reproduce the same information blocks, but we place them in a line, and not on the right side of the sheet. You can also arrange the data in the form of a table. The order of the recipients can be arbitrary, but it is better to arrange alphabetically.

Information about the outgoing letter number, date is entered after its registration (Example 1).

All letters sent to a group of recipients have one outgoing registration number, the incoming number for all letters will be different.

What changes GOST R 7.0.97-2016? Nothing.

PLACING THE DETAILS "ADDRESSED" ON THE FORM

The "Recipient" attribute is located in the upper right part of the document (on a form with an angular arrangement of details) or on the right under the details of the form (on a form with a longitudinal arrangement of details). The location of the requisite "Address" is shown in Appendix B to GOST R 6.30-2003:

• on a form with a corner arrangement of details - Example 2;
• on a form with a longitudinal arrangement of details - Example 3.

What changes GOST R 7.0.97-2016? Nothing. The requisite "Recipient" remains in the same place.

TECHNICAL QUESTIONS

• Is it possible to separate the elements of the “Address” attribute with intervals?

The attribute "Address", as a rule, occupies several lines.

In clause 6.1 methodological recommendations on the implementation of GOST R 6.30-2003 (approved by the Federal Archives), it is said that the details of a document from several lines are printed with one line spacing. The components of the details “Recipient”, “Document Approval Mark”, “Appendix”, “Document Approval Mark” are separated from each other by 1.5-2 line intervals.

A similar rule is contained in the new GOST R 7.0.97-2016 in section 3, which establishes General requirements to the production of documents: “Multi-line details are printed with one line spacing, the component parts of the details are separated by an additional spacing”:

• How to align the "Destination" attribute?

The multi-line attribute "Recipient" is designed with alignment along the left border of the zone occupied by the attribute, or centered relative to the longest line, for example:

According to the British Direct Marketing Association, every pound invested in email marketing in 2015 generated a return of 38 pounds. Want to achieve the same results, but do not know how to write a letter to a client?Then use the bestsample letters to clientswhich we have collected for you in this review.

How to write a letter to a client

You think about customers all the time, but it's not mutual. To capture their attention and get ahead of your competitors, you need to regularly remind yourself of yourself. Emails are great for this. According to the authors of the Pipedrive blog, there are a few tricks that can work in your favor:

1. Patience and more patience. Bring the potential buyer to the deal gradually by regularly sending him .
2. Agree on a strategy in sending letters to clients with the marketing department, so as not to be too intrusive and not clog the client's mailbox with repeated information.
3. Use a CRM system. It will simplify the technical side of communication with clients and speed up the work with mail.

A CRM system is a handy program that helps keep records of clients and transactions, records all calls, and also helps to conveniently organize correspondence with a client. For example, the program integrates with the mail service (you can connect an unlimited number of mailboxes) and allows you to save the history of correspondence directly in the counterparty card. If a new client wrote to you, then you can create a deal card directly from the incoming letter.

And now the most interesting thing: to send a letter to a client from CRM, you don't even have to type text. With the help of the document designer, you can create a set of letters for all occasions and send them to clients in two clicks. SalesapCRM itself will substitute the name and other data of the client in the letter. Want to know the details? Then press .

Letters to clients: examples and ready-made samples

We have compiled a selectionbusiness letters to clientswhich you can take as a sample. All you have to do is fill in the details.

1. Are you writing to a potential client for the first time? Send this short message:

Letter subject: Perhaps you are our new client

Hello, [Name].

We [brief information about the company].

If you are interested, I am ready to discuss the possibility of cooperation. Let us know what time it would be convenient for you to call.

[Signature]

2. Tell the potential client about the successful experience of cooperation with his competitors:

Letter subject: Keep up with competitors

Hello, [Name].

We have been successfully working with [competitor X and Y] in [field of activity] already [so much time] and together they achieved good results. You can find detailed information about them here [link to case/review].

We will be glad if you join us.

[Signature]

3. If you received contacts at a business event potential clients, send themoffer lettersuchsample:

Letter subject: More about our company

Hello, [Name].

I hope you liked it too [event] and would like to thank you for your interest in [The name of the company].

I am attaching more detailed information about our company. I will be glad to discuss all your questions by phone.

[Signature]

Reminder letters

4. Some time after sending letters to the client offering services or additional information remind yourself:

Letter subject: Do you want to discuss something?

Hello, [Name].

I hope you have had the opportunity to read my previous letter and learn more about [additional information].

Do you have any questions or thoughts on my proposal? I would be happy to discuss them by phone or in person. When will you have time for this?

[Signature]

5. If you can show the effectiveness of your proposal in numbers, then share them in letters to company clients. Facts convince better.

Letter subject: A few facts you might not know about [The name of the company]

Hello, [Name].

I recently sent you an email about [The name of the company] and I think we could be useful [your company].

Our clients are seeing growth [specify indicators] when used [name of product and service]. We also offer [tell about promotions] and [mention other great deals].

If you want to know the details, please let us know, and we will agree on negotiations by phone or at a meeting.

I look forward to an answer.

[Signature]

6. Offer customers a trial period or free samples. Buyers are more willing to make a deal if they test the product first.

Letter subject: Gift for your company

Hello, [Name].

A few days ago I sent you information about [the product's name] and now I propose to try it in action.

I have created/attached some guest logins/free samples/vouchers that can be used to access/receive [product or service]. Share them with your colleagues. It would be interesting to hear their opinion.

I would be happy to discuss everything in more detail by phone or in person. I'm sure we can really be of service to you in [field of activity].

[Signature]

7. If you are not sure that you are corresponding with an employee authorized to negotiate, ask him to help you reach the decision maker:

Letter subject: I hope you can direct me to the right person

Hello, [Name].

A few days ago I sent you an email about [company or product] and now I doubt that I turned to the address.

Are you the one who decides on the issue that interests me? If not, could you help me get in touch with the right person in your company?

Waiting for your reply.

8. Use this text of the letter to the client if, after meeting with him, you want to ask him about his future plans:

Letter subject: your plans

Hello, [Name].

Thank you for your time. Now I would like to know how you see the further discussion of our issue.

If you are still interested, please let us know about your plans.

Waiting for your reply.

[Signature]

9. After meeting with the client, remind him of the following negotiation steps:

Letter subject: Action plan for the near future

Hello, [Name].

Thank you for taking the time - today's meeting was very productive. Let me briefly remind you how we will proceed:

[The date]: I will send you [contract/full set of documents].

[The date]: You will give me comments and wishes.

[The date]: We will make all final changes and sign the agreement.

If you need to discuss anything before that date, let me know.

10. Make upsuchletter to the clientif at the meeting he wanted to get additional information:

Letter subject: Information on your request

Hello, [Name].

We were glad to meet personally with representatives of your organization. I promised to send you additional information about [question]- they are in the attached file.

Ready to answer any questions. Feel free to call me at [number] at any time or write to this address.

[Signature]

If the client does not contact

11. If the client did not answer the phone , use the followingletter writing sample:

Letter subject: Couldn't contact you

Hello, [Name].

I wanted to discuss with you [question] but you are probably busy. Please call me at [number] Or let me know when it's convenient for you to call me.

[Signature]

12. Didn't get through to the client and left him a voice message? Complete it with the following letter:

Letter subject: Didn't call you

Hello, [Name].

I called you recently to discuss [question].

[Signature]

13. If a client persists in not responding through all channels, they may have a lot to do. Use this template - even a very busy person can find a couple of seconds for an answer:

Letter subject: Short answer required

Hello, [Name].

Unfortunately, I can't get in touch with you. I believe that you are very busy or no longer interested in our services.

Please indicate the appropriate answer in your reply:

1. Please leave me alone!
2. Too busy, text me again in a month please.
3. I will contact you myself.

[Signature]

14. If you want to unobtrusively remind yourself of yourself, share information with the client that will be useful to him:

Letter subject: Helpful information for your business

15. If a client is late with payment, remind him of this:

Letter subject: Delay of payment

Hello, [Name].

[The date] I sent you an invoice e-mail. Payment has not yet been received, so please inquire if your financial department our account? If necessary, I will send it again. I expect payment from you within a week.

Thanks for your help.

[Signature]

These templates will save you time for real communication with clients. And to achieve greater effect, automate the creation and distribution of templates through . right now - it's free and only takes a couple of minutes.

16Apr

Hello! In this article, we will talk about business letters.

Today you will learn:

1. Why business correspondence has not lost its relevance;
2. What are business letters and how are they drawn up;
3. How to write a business letter.

Now outside our windows is the time of high technologies and the Internet. But business correspondence has not lost its importance and relevance, it has simply moved to other media. Why it is important to be able to compose and format business letters, let's talk today.

Why do you need business correspondence

First of all, it is an opportunity to exchange opinions, suggestions and thoughts with employees or business partners. With the help of correspondence, they state claims, requests, clarify misunderstandings between companies.

Business correspondence is one of the varieties of official.

Differences between business letters and others

The main differences are as follows:

• Style of presentation;
• Vocabulary that does not allow a vivid expression of emotions;
• It is issued on the official letterhead of the company;
• The font is not too small, but not large, while the same throughout the text;
• Rarely occupy more than 1 page;
• The presence of strict official subordination.

Types of business letters

All business letters can be conditionally divided into several groups. We will dwell on each in more detail and give a brief description.

Letters that do not need to be answered.

• Letter of guarantee;
• Accompanying;
• Informational;
• Warning letter;
• Reminder letter.

Letters that need a response.

• Appeal;
• Offer;
• Request;
• Requirement;
• Petition.

non-commercial letters.

• Invitation letter;
• Condolence letters;
• Thank you letters;
• Letters informing about something;
• Letters containing recommendations;
• letters of guarantee;
• Letters confirming that the goods have been received, the service has been provided, and so on;
• Letters of congratulations on various occasions;
• Letter of request;
• Instruction letters;
• Cover letters.

Commercial letters.

Usually they are used before entering into an agreement, as well as during the validity of the contract.

These include:

• Letters with answers to inquiries;
• direct request;
• - a letter in which it is proposed to make a deal or conclude an agreement;
• Claim;
• Reminder;
• A letter containing a warning about the termination of agreements or the need to fulfill obligations, etc.

If we talk about classification by structure, then there are 2 types of business letters:

• Containing the text of the author and written in free form;
• Compiled according to a strict pattern.

By addressees.

• Circular - a letter that is sent to several recipients;
• Normal - sent to one addressee on behalf of one person;
• Collective - sent to one addressee, but from several persons.

Letters are also divided according to the form in which they were sent:

• Sent as a fax message;
• sent by email;
• Those sent in regular envelopes.

There are types of letters that, for ethical reasons, should be handwritten rather than typed. This applies to condolences and congratulations.

Secrets of correct design

The text of the letter is divided into introductory, main and final parts. They are logically related to each other. The introductory part includes the circumstances that led to the creation of the letter, and the main part is the content itself. In the final part, the results are summed up, which express the request, refusal, and so on.

In general, business correspondence with all responsibility can be called an art, because it is necessary to learn how to conduct it correctly, in compliance with all requirements. After all, most often we only think about the fact that the information is presented clearly, but we forget that the letter can be considered the face of the company.

Stylistics.

Each letter is kept in a strict business style, the speech means typical for official documents are used.

Requirements for the presentation of information.

All information contained in the letter is in the following way:

• Addressed, intended for a specific person;
• As of the date of writing, all information must be up-to-date;
• Reliably;
• Impartially;
• Argued;
• As much as possible so that based on it it was possible to make a decision.

Form.

First of all, the letter is drawn up on a letterhead that is branded for the company.

• For writing a business letter, A4 sheets are used;
• The left margin of the form must be at least 3 cm, since after some time they will be sent to the binder;
• The name of the company, its legal and actual address, e-mail address are indicated;
• It is better to use the standard font Times New Roman, size 12. It is the most optimal and is well perceived when reading;
• It is allowed to issue business letters without using a letterhead, then you need to provide information from the form after all.

If the letter refers to major transactions related to finances or confidential information of a different nature, it is not recommended to send such letters by fax or in electronic form. Better the old fashioned way, in an ordinary paper envelope.

Numbering.

If the letter consists of several pages, then they are numbered, starting from the second. Numbers are put down at the top in the middle in Arabic numerals. Do not put any dots next to the number.

Division into parts.

This means dividing the letter into paragraphs. The text should not go in a continuous stream, so it simply will not be perceived. By dividing into paragraphs, you can see where one thought ends and another begins.

Availability of fixes.

Corrections and typos, as well as erasures, are undesirable. The letter must be composed correctly, and the text is printed at intervals of 1.5 - 2.

Details used.

We will indicate only the main ones, since we already briefly talked about them a little earlier:

• If the enterprise is state-owned, the coat of arms of the Russian Federation is used. It is located in the middle of the official form;
• Company name in full;
• Fax and telephone numbers;
• Bank account number;
• Addressee - moreover, the name of the addressee company is used in the nominative case, use the dative case to indicate the position and surname of the recipient;
• If the addressee has an academic degree or title, indicate it before the person's surname;
• Any props are written on a new line and with a capital letter.

Business letter after the meeting

You held a business meeting, there was a certain prospect for. How to reflect this in the letter, we will discuss further.

1. First of all, at the beginning of the letter, refer to the date and time of your communication with a potential partner, even if a couple of days have passed since the meeting.
2. Avoid mistakes or overly complex phrases: make the letter short and clear, but in such a way that the recipient has a desire to read it.
3. Mention what the conversation was about. For example: " We discussed how much the Venetian style vase would cost.”
4. Make sure that the recipient of the letter expresses his attitude to the topic of the meeting.
5. Specify the time when you can communicate by phone or meet in person.
6. Let the recipient know that you are waiting for cooperation with him: “ Hope for further business relationship with you«.
7. End the letter with the following or similar phrase: With Best wishes to you...».

Email business letters

It is impossible to ignore the requirements for their design, since now more and more letters are issued in electronic form than in paper. It's the 21st century after all.

It is not difficult to prepare a business e-mail, the requirements for registration are identical to traditional letters. The only thing is that such a letter should always have a title (or subject line) so that it simply does not get lost in the documentation flow.

In addition, when such a letter is answered, it is better not to change the subject of the letter, so you will quickly understand what it is about if you receive a lot of emails.

Also, you should not use cutting-edge software when making attachments to such letters, it is far from a fact that your addressee has the same. If it is not there, the letter simply will not open.

Don't use emoticons when writing a business email. Technology is great, but use business language when writing.

What is the deadline for responding to a letter?

If the letter belongs to the category requiring a response, then when to respond depends on the information contained in the letter:

• If you receive a request, within the next three days from the date of receipt, confirm that it has been received. And the final answer can be given within a month;
• If we are talking about condolences, it can be sent within ten days after the sad event happened;
• It is permissible to send a congratulation within 8 days from the moment you learned about the solemn date;
• If we talk about the general rules of good manners, then it is better to respond to letters within seven days.

How to write a business letter: simple language about complex

Distinguish between a business letter and personal correspondence. We have already talked more than once today about what these differences are, we should not forget about them. Now let's look at writing a letter in stages.

Stage 1. Specify the addressee.

In the upper right corner of the form we write the last name, initials and position of the person to whom we address the letter. If the addressee is an organization, indicate its legal address.

Stage 2. Appeal.

We place it in the middle of the form. It is carried out in a respectful manner, without abbreviations and blots.

Example: Dear (name, patronymic)! Also, an address to the addressee can be carried out with an indication of his position. But when you address a person by name, it reduces psychological stress, indicates that the business relationship is stable and established.

Stage 3. Purpose statement.

Explain the purpose of the letter, its essence and main ideas. This part is the main one. Write about what you want to say, what is the reason for the appeal. But do not forget about the official and neutral style.

Stage 4. Making suggestions, recommendations.

Almost any business letter implies that the addressee will respond to it. This is not required mainly only by letters of an informational nature. Therefore, do not just describe the problem, but also suggest how it can be solved.

If you file a complaint, ask for certain measures to be taken, but if you offer to cooperate, tell us what options are available.

Simply put, the one who receives the letter must see that they not only want something from him, but also understand how this can be done.

How to end a business letter

A business letter must be written perfectly. If the spelling rules are not followed, this can negatively affect the reputation of the company as a whole. Therefore, we propose now to dwell in more detail on the design of the final part of a business letter.

At the end of the letter, summarize everything that was said earlier. But it’s not worth stretching the conclusions over 10 sentences, after all, brevity and conciseness are valued in business letters. It is better to limit yourself to simple phrases.

We will put 2 indicators as the basis of the ending: it should be as polite and correct as possible. There are different options for how to build it.

Here are some examples:

• Thank you for your attention or help: Thank you! (Let me thank you…);
• Express your hopes for the future: We hope for mutually beneficial cooperation (We hope to receive an answer in the near future ...);
• You can build a phrase with the assurance of the addressee of something: We would be glad to cooperate with you;
• Make a request: Please report the results;
• Sorry for the inconvenience caused: I apologize for the unexpected delay in payment of the material.

How to say goodbye to the addressee.

Despite the fact that the correspondence is official, you can say goodbye in different ways.

Here are a few options:

• With respect to you…;
• Wishing you success...;
• Best wishes…

We put the signature correctly.

When signing a letter, indicate your position, first and last name. If you doubt the appropriateness of a phrase like: " Yours sincerely" - just don't use it.

You can indicate your contacts, additional phone number or email address in the signature, so you show the recipient that you are ready to communicate and cooperate with him.

In the next part of our article, I would like to talk about business letters on English language.

Business letters in English

There is no regulated form for compiling such letters. Everything will depend on what the purpose of the letter is and who the recipient is. Here are some brief guidelines for compilation.

Date of writing.

If we write in the USA, then in the indication of the date we put the month first, then the day, and only then the year. If to the UK - the date is affixed as in the Russian Federation. At the same time, write the month in letters, avoid confusion.

Recipient details.

• If you write to a man, please contact: Mr (insert last name);
• If a woman who is married: Mrs (insert last name);
• For an unmarried lady: Miss (insert last name);
• If you do not know the status of the lady: Ms (insert last name).

Address indication.

The order is opposite to that adopted in the Russian Federation: office, house number, street name, postal code, state name (if we write in the USA), county name and country name (if we write in the UK).

How to contact the recipient.

Standard calls:

• Dear madam;
• Dear Sir;
• Dear Sir or Madam;
• Dear Mrs;
• Dear.

After the appeal, we put a comma (if we write to the UK) or a colon (if we write in the USA). An exclamation mark is not accepted.

Subject.

Be sure to indicate the subject of the letter, as well as in the Russian Federation.

Main text.

Divide it into paragraphs. Or write each sentence on a new line.

How to say goodbye

For example, like this: Thanking you for assistance, we remain Yours truly"- Thank you, devoted to you ... although it can be less formal.

Signature formatting.

We put the signature under the paragraph with farewell, indicate our last name and first name, company name and position.

Designing applications.

If you are attaching any documents, indicate this at the end of the letter: " Enc." and list apps.

What to capitalize.

• Surnames and initials;
• Company names;
• Names of cities, states, and so on;
• Any words that indicate the position held;
• First words in farewell;
• Introductory remarks.

Before we end the conversation, we will give samples of business letters in Russian and English.

Sample business letters in Russian and English

Conclusion

Summing up, I would like to say that a business letter is a tool for communication in any field of activity. If written correctly, it will certainly present your company in a positive way.

On the other hand, a letter written sloppily, with errors, is capable of destroying the most promising business. Write letters correctly, and we tried to tell you how to do it.

Business letters are compiled when communicating with partners on almost any occasion. Ready-made examples and rules for compiling such documents can be found in the article.

A business letter can be defined as a document that is sent on behalf of the entire company to another company, individual entrepreneur or individual (for example, an investor). In fact, any correspondence of the company is business letters. Their purpose is very different:

1. about cooperation.
2. cooperation, negotiation.
3. A reminder of the need to fulfill obligations under the contract.
4. Clarification of one's position, response to a previously sent letter, and many others.

The document is usually drawn up on the letterhead of the company, it is allowed to send it by regular mail or e-mail. However, if the partner is of particular importance, it is preferable to print it on high-quality, thick paper and hand it over personally or by courier. The structure of the letter resembles a typical business document - you can schematically represent it in this way.

What to pay attention to when compiling

There are no specific rules and samples of such letters, therefore their structure, volume and design largely depend on the specific case. For example, a notification letter will be quite concise (3-4 paragraphs), and an employee recommendation or business proposal may take more than one page.

However, there are a few general rules that you should pay attention to when compiling a paper:

1. The document itself does not have any legal force, however, it is drawn up in accordance with all the rules of registration. Its structure, style of presentation must comply with the generally accepted principles of modern document management.
2. Proposals are built logically, in a clear sequence. There are no ornate, complex, emotional, and even more so colloquial turns. The tone is neutral.
3. The presentation is always conducted only from 1 person - either in the singular, if the text is written directly from the head, or in the plural, if it is compiled on behalf of the entire company.
4. The specific purpose of the compilation and the expected actions of the addressee are spoken out (send a response, consider the candidacy of an employee, agree to negotiations, send a document, etc.).
5. The paper reflects not the individual interests of the manager or other employees, but the goals of the company as a team. If you need to establish a personal contact, it is advisable to do it differently and not position yourself as a representative of the company.

TOP 5 spelling mistakes

Errors can be divided into 2 large groups - some are associated with writing as with text (violation of logic, vocabulary, and other language norms), others - with a violation of proper business etiquette:

1. Spelling, punctuation errors are not allowed - the text of the letter should always be checked at least 1-2 times before sending.
2. Violation of the business style of presentation, the presence of emotional phrases, excessive politeness or, conversely, strictness.
3. Negative tone - even threats must be written without unnecessary words - for example: "We reserve the right to apply to the court within 30 days from the date you receive this letter."
4. Too large or, conversely, too small volume. Usually the entire text can fit in 1-2 pages. However, this does not mean that you do not need to bring all the important information to your partner. Volumetric data, diagrams, forms of documents can be transferred to applications.
5. Depriving the interlocutor of the right to choose. For example, you should not write: “Please consider and approve the final version of the contract.”

Typical pattern phrases

The use of standard phrases characteristic of business speech in the text is a completely normal and even desirable phenomenon. Below is a list of the most common cliches used in various situations.

situation	phrase
notice	Inform/Bring to your attention/Inform/Notify
explanation of reason	On the basis of / In accordance with / In connection with / For the purposes of / For the reason / In support of / In pursuance
request	Please take action / Please inform, direct, do, confirm ...
the confirmation	Confirm / Assure / Accept your terms / Do not object to ...
offer	Recommend / Offer / Invite / Ask
	We guarantee
refusal	We are forced to refuse for a reason / We reject your offer due to ...
conclusion	We earnestly ask / We hope for cooperation, understanding, assistance / We ask you to excuse, direct, do ...

Samples 2019

Here are some ready-made examples of letters that you can focus on when compiling your version.

Data request

Request

Commercial offer

Letter of guarantee

Claim

Gratitude

Apologies

A business letter is your official representative. In addition to the content, it is very important to properly format a business letter, as you know, "meet by clothes." Consider the procedure for writing a business letter.

Form

A business letter must be on the organization's official letterhead. The headings of the form should contain the following information:

• Name of the organization;
• physical address of the organization;
• telephone and fax;
• website and email.

Also, the details of the organization and its logo can be reflected on the form.

The presence of all this information allows the addressee to quickly find out the sender and send a reply letter to the correct address.

fields

A business letter must have margins: on the left - about three centimeters, on the right - about one and a half. We advise you to use the standard forms of Microsoft Word. The fields are necessary for possible notes that the addressee will take, as well as for filing a letter in an archive folder.

Registration number

The registration number of the letter, which includes the date the letter was signed by the manager, is necessary for your convenience. For example, you decided to send a letter to another organization and did not assign a date and number to it. And if this company receives several thousand letters a day, how will you track the fate of your message? Usually search by date and number. This is especially true for public institutions. A response letter, in addition to its own outgoing number, must also contain information about the number of the incoming letter to which it is a response. The registration number is placed in the upper left corner of the letter. Naturally, in any organization, incoming and outgoing letters must be accurately recorded.

Example:

Ref. No. 546 dated 07/28/2008 at the input. No. 321 dated 07/25/2008

Letter header

The heading of the letter, containing an appeal to the addressee, is placed just below the registration number and is usually drawn up as follows: the position and full name of the addressee are written in the upper right corner of the letter. Direct appeal is drawn up in the center of the letter and ends with an exclamation mark. The header may be in bold.

Example:

to CEO
Dawn LLC
Miloslavsky P.N.

Dear Pavel Nikolaevich!

Font

The font of the letter fundamentally affects its perception by the addressee. The font should not be too small or too large. At the same time, it should be the same throughout the letter. It is standard practice to use 12 point Times New Roman with single line spacing. But if you know that the recipient has poor eyesight, take care - increase the font of the letter.

To the choice of the font of personal letters business correspondence(invitations, congratulations, condolences, etc.) can be more creative.

Sheet numbering

Sheet numbering is especially important for letters larger than 2 pages, and especially for those containing attachments. When numbering sheets in the Microsoft Word text editor, we recommend that you use the "Headers and Footers" - "Insert AutoText" - "Pg. No. of everything." This will allow the addressee to correctly estimate the total volume of the letter and not confuse the sequence of its pages.

The numbering is in the lower right corner of the sheet.

Artist Information

Information about the contractor must be contained in all business letters signed by top managers of the company and heads of departments. This will allow the addressee to quickly find a specific specialist responsible for resolving the issue in the sending company.

Information about the performer should contain his full name (preferably in full, otherwise it will be difficult for your counterparty to start a telephone conversation, which may be required to find out additional information) and a contact phone number - work or mobile. It is also desirable to provide an email address.

Information about the performer is written at the very end of the letter after the signature. The size of its font should be one or two units smaller than the font of the body text of the letter.

Applications

If the letter contains attachments, then they are drawn up on separate sheets. In this case, the numbering of sheets can be common for the entire document or separate for the main letter and each application. Information about attachments should be contained in the body of the main letter before the signature.

Example:

Attached to this letter are 2 documents on 3 sheets:
1. certificate of acceptance of work performed in two copies;
2. invoices.

Sincerely, Chief Accountant furniture factory "Bolshevichka" Vasilyeva N.K.