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 order of registration 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 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. Standard practice is 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.

The choice of font for personal business correspondence (invitations, congratulations, condolences, etc.) can be approached more creatively.

Sheet numbering

Sheet numbering is especially important for letters larger than 2 pages, and especially for those containing attachments. When numbering sheets in text editor Microsoft Word, we recommend that you use the "Headers and Footers" - "Insert AutoText" - "Page. 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 contractor must 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 clarify additional information) and 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.

Official letters are written on special forms (external forms) that meet the standard. For such forms, a set of mandatory elements (requisites) is established, which must be arranged in a certain order.

The form of an official letter is a sheet of paper with permanent elements reproduced in a typographical way. We can say that an official letter consists of a “frame” of the letter and the main text and, in addition to the main text, contains information about the addresser (sender): the full and abbreviated name of the organization, its postal and telegraphic address, telephone, fax and teletype number, the number of that letter or telegrams that gave rise to correspondence, and much more. Forms can be either with an angular (centered or flag) or with a longitudinal arrangement of details.

The design of the form, corresponding to the principles of technical aesthetics, has a positive effect on the perception of its content. For example, given that it is easier for the human eye to fix the upper part of any object, when designing documents, their upper part should be made more saturated.

The standards for layout keys establish the formats and sizes of the fields of documents that are part of the unified documentation system, as well as the requirements for building the construction grid of the layout key, the set of details and the rules for their location. The documents that make up the unified documentation systems consist of three main parts, which are located within clearly demarcated zones. This "geometry" of the document provides the necessary speed of perception of its text.

Requisites are mandatory features established by law or regulations for certain types of documents. The composition and arrangement of details on the forms of organizational and administrative documents must comply with GOST R 6.30 - 2003.

The establishment of a standard for the layout key, which, in turn, determines the requirements for the form of an official letter, is caused by the need to unify the process of its design, which allows:

Organize centralized production of forms for letters;

Reduce the cost of typing;

Reduce labor costs for the preparation and execution of letters;

Facilitate the visual search for the necessary information;

Expand the possibilities of using computer and organizational technology in the processing of letters.

The Layout Key is the basis for the design of forms and forms for all types of management documentation. The area allocated to sample forms for the location of each attribute corresponds to the optimal volume of this attribute in printed characters.

A form is a set of details of a document. According to GOST R 6.30 - 2003, documents can contain up to 30 details, however, not a single document is drawn up with a complete set of them. For each type of document, the composition of details is determined depending on its purpose. So, for an official letter, the following composition of details is recommended:

1) the emblem or trademark of the organization;

name of the organization (full or abbreviated);

reference data about the organization;

document date;

1. title to the text;

2. last name (or last name, first name and patronymic) and phone number of the performer.

The initials of the typist and the number of copies may be indicated, but they are not part of the required details. You can include props: email ID (if necessary).

The official letter is the only document that does not contain the name of its species. All other documents have names, for example, "Order", "Act", "Decision", "Memorandum", etc.

According to GOST R 6.30-2003, the image of the State Emblem of the Russian Federation placed on letterheads of government agencies.

Name of company - the addressee of the document is given in full and abbreviated form, for example, the All-Russian Research Institute of Records Management and Archiving - VNIIDAD.

It should be remembered that it is not possible to arbitrarily abbreviate the names of organizations. Abbreviated names of organizations are formed in three ways:

By the first letters of the words included in the names, for example, the Ministry of Internal Affairs (Ministry of Internal Affairs). Abbreviations are written together and the letters in them are not separated by dots;

According to the initial syllables of the words included in the names, for example, Uralmash (Ural Machine-Building Plant);

In a mixed way, when complex abbreviated names are formed partly from initial letters, partly from truncated words and are written in the first part in capital letters, in the second - in lowercase, for example, VNIIdormash. Such words are also spelled together. The names of institutions are abbreviated only if the abbreviated name is indicated in an official document (for example, recorded in the Charter of the organization).

TObackground information about the organization include, firstly, postal and telegraph addresses. The procedure and form of recording information about the postal and telegraph addresses of the organization must comply with the Postal Rules. Secondly, reference data includes phone numbers, fax numbers, bank account numbers. They must also be indicated on the letterhead.

The required element of the letter is date of, which is placed in the upper left corner. The date of the letter is the date of its signing. It serves as a search feature and is used when referring to a letter. The dates in the letter must be digital. Date elements are given in one line in Arabic numerals in the following sequence: day, month, year. For example, the date October 25, 2000 should be written as 10/25/2000. If the day or month is indicated by a single digit, then a zero is placed in front of it. For example, the date January 12, 2000 is written as follows: 01/12/2000. After two digits denoting the day and month, dots are put, after four digits denoting the year, the dot is not put (for example, 20.02.2000).

Registration number of the outgoing document - the letter number and its symbol - usually consists of several parts. First, the index of the structural unit, the index according to the nomenclature of cases of the classifier of correspondents, performers, can be recorded, and the last part will be the serial number of the outgoing letter, for example, No. 2/16-2955 or 18/275.

Link to registration number and the date of the incoming document includes the registration number and date of the letter being answered, and is located below the registration number and date of the outgoing document. This requisite is present only on the letterhead. Comparison of the dates of sending and receiving letters gives an idea of ​​the degree of efficiency of the institution's work with correspondence.

In no case should you put this data in the text of the letter itself. The type of this requisite in the letter should be as follows: “On No. 4520/144 dated 05/17/2000”.

Destination - name and address of the recipient of the letter (name and address of the organization, structural part of the organization, firm or surname and address of the person to whom the letter is sent) - indicated on the upper right side of the letterhead. This is the internal email address. In the addressee, the name of the recipient organization is written in the nominative case. For example:

CJSC "Oxid"

This is partly done with machine processing in mind. In order to speed up the execution of the letter, if the name of the person who will consider it is known, it is recommended to indicate this name as well. When sending a letter to an official, the name of the organization is indicated in the nominative case, and the position and surname - in the dative. For example:

Kemerovo OJSC "Granit"

Chief Specialist

A.N. Smirnov

If the letter is addressed to the head of the organization, the name of the organization should be part of the name of the position of the addressee. For example:

Rector of the Novosibirsk

state academy

economics and Management

prof. Yu.V. Gusev

Punctuation marks in an internal address may be omitted. The name of the organization, the name and surname of the person to whom the letter is addressed should be written as they are given on the correspondence from this organization or in the directory.

The "addressee" attribute may include a postal address. The postal address is not put down on documents sent to government organizations and permanent correspondents - in these cases it is advisable to use envelopes with pre-printed addresses.

If the letter is addressed to an official, first the position is indicated, then the surname and initials, then the address of the organization. For example:

Director of CJSC "Crystal"

G.N. Nekrasov

103030, Moscow,

Skatertny Lane, 22

If the letter is addressed to a private person, the postal code and address are indicated first, and then the initials and surname of the recipient. For example:

630102, Novosibirsk-102,

st. Kirova, 76, apt. 12

P.I. Grigoriev

If the person in whose name the letter is written has an academic rank (academic degree), it should be indicated before the surname:

acad. A.G. Ivanov

prof. N.G. Kirsanov

Text abbreviation "g." (from the word "citizen") is used when the person to whom the letter is addressed is considered as a subject of civil legal relations. In correspondence with organizations and firms in other countries, the words "Mr", "Mr" are abbreviated "Mr", "Mr".

Title to the text should reflect the main issue raised in the letter, and be concise and concise, formulated in one phrase. The header is placed before the body of the email. The content of the letter is expressed in it in the form of a prepositional case with the preposition "o" ("about"). The heading is not marked with quotation marks, it is written with a capital letter and starts immediately from the left margin of the sheet. For example:

On the organization of outbound trade

On the supply of coal under contract No. 33-02/567

About the purchase of a brick factory

About the invitation

It is desirable that the title does not exceed two lines; if there are two lines, a paragraph is used.

The heading should be written by the direct executor, who knows the content of the document better than anyone else. It should be enough for the employee sorting the mail to read the header to determine which category of letters this letter belongs to and where it should be sent, which is especially important in cases where the address does not indicate the specific person to whom the letter is addressed. In addition, a quick glance at the headline can save the employee from having to read the letter in full.

It is not recommended to use the words “regarding”, “concerns” in the title. Also, you should not write “on the case”, since this expression is accepted in legal practice. It is quite appropriate, for example, in a letter addressed to the police department:

Chief

police departments

Kirovsky district

Novosibirsk G. V. Sidorov

in the case of Mr. Kruglova A.A.

Essential elements of a business letter text . The maximum length of a standard line of an official letter is 64 printed characters, which is about 17 cm. Usually a line contains 60-62 characters. The choice of this line length is explained by the most used A4 format, and also by the fact that when reading the text, we usually keep it at a distance of 30-35 cm from the eyes, and the angle of the sector of the best susceptibility of the human eye is 30 degrees.

Application check mark is done if any documents are attached to the letter. In the lower left corner of the letter, immediately from the field, the word "Appendix" is put, then the names of the attached documents are placed in numerical sequence, indicating the number of copies and sheets. Each title is on a separate line. Under the word "Application" no entry is made. For example:

Appendix: A copy of the contract with the company "Keller" for 3 sheets. in 1 copy.

An indication of the presence of an application, the name of which is given in the text of the letter, can be made in the following form:

Application: for 5 liters. in 1 copy.

This requisite can be prepared on the letterhead. The bound appendix does not indicate the number of sheets. For example:

Appendix: information material about the international exhibition "SIB-2000" in 3 copies.

The documents themselves, which are part of the application, must have all the necessary details: the name of the type of document, title, date, signature. In addition, on the applications in the upper right corner, a mark is made indicating the connection of the application with the main document. If the application is a stand-alone document, it is sent with a cover letter.

Props « signature » is placed to the left of the subtext of the letter immediately from the field. The composition of the signature includes the name of the position of the person signing the letter, the personal signature and its transcript. Since business letters are written on letterheads of institutions, the name of the institution is not indicated in the signature. For example:

Head teacher Signature N.K. Sidorov

Two signatures are put in the case when it is necessary to confirm the validity of the first signature, as well as in especially important documents, for example, in letters on financial and credit issues sent to financial and banking institutions. Such letters are always signed by the chief (senior) accountant of the enterprise.

When signing a letter by several officials, their signatures are placed one under the other in the sequence corresponding to the position they hold:

Director of the institute Signature A.N. Marchenko

Chief Accountant Signature Yu.P. Volkov

When signing a letter by several persons holding the same positions, their signatures are located at the same level:

Director of OJSC Karelia Director of CJSC Korsar

Signature I.V. Petrov Signature G.A. Fomin

All copies of letters remaining in the affairs of organizations must contain the original signatures of officials. If there is no official whose signature is prepared on the draft letter, the letter shall be signed by the person acting in his capacity or his deputy. At the same time, the actual position of the person who signed the letter (for example, “acting”, “deputy”) and his last name must be indicated. You can not sign letters with the preposition "for" or putting a slash before the title of the position.

Signing a document is one way to certify it. An official letter without a signature has no legal force.

The note about the performer (composer of the letter) includes the surname of the performer and his office phone number and is placed on the front side of the letter.

Here is an example of a business letter with a corner arrangement of details:

Organization name Addressee

Name of the structural

divisions (if necessary)

Reference data

about the organization

___________№ ______

to No. _______ from _____

Email header (starts with "O" or "About")

Text Position Signature Initials, surname

Surname (or surname, name, patronymic) of the performer, phone number

Typist initials and number of copies

Email ID

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 a postal 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 imprint of the seal certifies the authenticity of the signature of an 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:

How to write a business letter that will not be lost in the "information garbage" and will be read? Rules, recommendations, examples

The word is an affordable business tool. In the business world, it is impossible to find a person who would not use the word in his work.

Modern business is gradually turning into a correspondence business. With the help of letters - electronic or traditional - there is communication with customers, business partners, employers. The letter positions the author either as a professional or as a person with whom it is not worth continuing a relationship.

A professional must be able to write

• It's clear
• effectively
• earnestly
• Interesting

And it's never too late to learn. We start with the basics: we comprehend the difference between business and ordinary writing.

How is a business letter different from a regular one? The specifics of a business letter

A letter is a short text of one or two pages, the purpose of which is to convey information to the addressee about something.

The nature of the information and the relationship between the sender and the recipient of the letter divide the correspondence into

• business (formal)
• personal (informal)

A business letter is characterized by:

• conciseness
• accuracy
• reasoning and logic
• informative
• evaluative and emotional neutrality
• standardization:
• official forms are used
• stable turns of speech, special clerical terms and constructions are used
• number of topics - 1-2
• targeting
• clearly defined subordination (if necessary)

What are the types of business letters?

The type of business letter determines

1. Purpose of writing it

Commercial purposes

• You want to conclude a deal and offer its specific conditions - write an offer letter (offer) for the addressee

• If you have not decided on the terms of the transaction acceptable to you, send a request letter
• Do you want to inform your addressee about the violation of obligations under the contract on his part? Compose a complaint letter

Non-commercial purposes

• Give thanks in a thank you letter
• Reaffirm your commitment letter of guarantee, and your consent - a confirmation letter
• Write informational letters if you think that your information will be of interest to the addressee
• Remind about important agreements, obligations, penalties with reminder letters
• Congratulate in congratulation letters, ask in request letters, condole in condolence letters
• If you need to send important documents or material values, be sure to write a cover letter for your cargo

2. Recipient

If you are addressing a letter to several recipients at once, then you are composing a circular letter

Your letter can touch on several topics at the same time, which automatically makes it multifaceted

4. Structure

Regulated letters involve compiling the text part of the letter according to a certain pattern, while unregulated letters have a free form of presentation

5. Form of departure

• in an envelope
• electronic
• by fax

The structure of a business letter: introduction, body, conclusion

The structure of a standard business letter requires more careful consideration.

A well-formed letter must follow the following pattern:

Let's take a closer look at some points of the scheme:

1. Title

As a rule, this summary the subject of the letter.

Important: Compose the heading correctly if you want the recipient to read your letter.

The absence of headings in business correspondence is typical for beginners who do not have basic business correspondence skills.

2. Handling

• has the traditional form "Dear"
• spelled with capital letter in the middle of the line

Important: The use of abbreviations in circulation is prohibited!

3. Preamble

• introduces the recipient to the main idea of ​​the letter
• prepares the addressee for the correct perception of the subsequent information contained in the letter

4. The main body of the text justifies the key idea stated in the preamble

This part of the letter

• you clearly indicate the essence of the proposal / appeal
• give arguments: facts, figures, other specifics on the subject of the letter. expert opinion, own positive/negative experience

For convenience of justification, the following scheme can be used:

Important: The last paragraph should contain a phrase that indicates a specific step or expected result and encourage the addressee to take action.

5. In conclusion:

6. In the "Signature" window, information about the addressee must be indicated:

• job title

How not to make a mistake in choosing a writing style?

IN business correspondence you constantly have to make choices regarding the style of writing and the tone of communication with the addressee. How dry, formal, official or, on the contrary, lively, warm, humane, should your message be?

• Personal style in business correspondence emphasizes the individual qualities of the person who wrote the letter.
• When using a formal style, facts are stated and appropriate conclusions are drawn based on them.
• Personal style involves communication between the author of the letter and the addressee on an equal footing.
• The formal style demonstrates a clear subordination and strength that the reader of the letter has to reckon with.

In order to choose the right communication style in a business letter, consider:

• in what weight categories are you and your addressee
• you want to negotiate in a good way or put pressure from a position of strength

How to stick to the chosen style?

Personal style

• Presence of personal pronouns: I, we, you
  For example: I apologize to you and sincerely hope that such mistakes will not happen again.
• Direct appeals and requests
  For example: Please do not leave personal belongings unattended.
• Use of emotional evaluative expressions: stellar youth, deafening failure

formal style

• Replacing personal pronouns with abstract nouns
  For example: The administration of the cinema sincerely apologizes for the change in the schedule of evening screenings
• Replacing personal appeals and requests with statements
  For example: Please do not leave personal belongings unattended
• Use of conventional clericalism: I bring to your knowledge, due to the fact that

The formal style is categorically not suitable if you are writing a letter of gratitude or a letter of condolence, that is, those business letters in which you need to express feelings. In a situation where you are writing a request letter or an offer letter, it is also better to stick to a personal style.

What is a claim letter and how to write it? How is it different from other types of letters?

Important: When composing a letter, focus the attention of the addressee on exactly what actions you expect from him. Also indicate specific dates to achieve your goals.

Complaint letter template will help you write it correctly:

What is a response letter and how to write it?

There are two types of letters of advice:

• rejection letter
• positive response letter

Composing both types of letters has two general rules(provided that the initiative letter was written correctly):
1. The vocabulary and speech patterns of the initiative letter are preserved in the response letter
2. The text of the response letter should not contain information about

• date of writing the letter of initiation
• his registration number

An example of a friendly and correct rejection letter is shown below:

However, giving up doesn't always have to be gentle. There are situations when a tough and strict style of communication is needed. Below is a rejection letter template for all occasions, from hard to soft:

Information letter: its difference from letters of response and letters of complaint

The information letter is multifunctional:

• informs (for example, about price changes in price lists)
• notifies (of the re-election of members of the board of directors)
• notifies (of the shipment of goods)
• declares (intentions)
• confirms (receipt of goods)
• reminds (of the fulfillment of obligations assumed under the contract)
• advertises and informs (about the company in general, about goods / services in particular)

Perhaps the most pressing issue today is the question of how to write an advertising and information letter.

1. Lack of structure
2. The presence of slang or informal vocabulary in the text of the letter
3. Sloppy design
4. An abundance of spelling, syntactic, stylistic errors
5. Lack of reliable facts, objective information in the letter
6. Violation of elementary rules of politeness (especially in complaint letters)
7. Use of cumbersome and incomprehensible sentences in the text
8. Lack of logic in the presentation of the material
9. Absence of transcripts of abbreviations
10. General blurring of the text in the case of its aimless compilation

What else do you need to know about business letters?

1. For modern business correspondence, the method of block structure of text composition is used.
This method saves time and maintains the overall style of all business documentation. A characteristic feature of the method is open punctuation or the absence of periods / commas (for example, when making lists)

2. A sans-serif font (for example, Arial) can be used for the title of the letter. Such a font is subconsciously perceived as stable and solid.

3. Body text should use serif fonts (Times News Roman). Serifs make it easier for the eyes to move from letter to letter, making reading faster

Important: There are letters that are always written by hand!
These are letters of congratulations, letters of condolence, letters of gratitude

A large number of useful information regarding the drafting of texts for business letters can be found in the video from Sasha Karepina.

Video: How to write cover letters and resumes

Video: "Learning from storytellers." Secrets of selling texts

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

Form

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

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

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

How to write business letters correctly? Preparation

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

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

Structure of business letters

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

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

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

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

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

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

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

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

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

Style

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

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

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

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

Requirements

A business letter must meet the following requirements:

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

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

Types of business letters

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

Business letters can be in their content:

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

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

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

There are also letters:

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

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

How to write a response to a letter. Example

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

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

Decor

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

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