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

Form

Ready-made forms will add 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 regarding forms. Therefore, each organization independently decides what information to include in them.

How to write business letters correctly? Preparation

Business letters are written and formatted in a certain way, subject to their inherent rules and requirements. Depending on the goal, the author thinks through the content in detail in order to obtain the result he is calculating. He must clearly understand what information the addressee already knows about the subject of the letter, what to base it on and what will be new in it. The arguments depend on what goal the author is pursuing. The process of preparing a business letter can be divided into the following stages:

• Studying the issue.
• Writing a draft letter.
• Its approval.
• Signing.
• Registration.
• Sending to the recipient.

Structure of business letters

When composing 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 recipient. A complex one may consist of several sections, points and paragraphs. Each paragraph presents one aspect of information. These types of business letter samples typically consist of an introductory, body, and closing section.

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

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

The conclusion contains conclusions that are made in the form of suggestions, 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 one.

All information provided should be optimally consistent and understandable.

Each letter begins with a centered address. This small part is extremely important. When choosing it, the author must consider:

• Addressee's position.
• The nature of the relationship.
• Formality.
• Etiquette.

There should be a polite form at the end of the letter. For example: “...I express hope for further cooperation (gratitude for the invitation)...” These phrases are followed by the author's signature.

Style

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

• The main participants in business relations are legal entities, on behalf of whose managers and officials letters are written.
• Relations in organizations are strictly regulated.
• The subject of communication is the activities of the company.
• Management documents 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 a business letter should be:

• Official, impersonal, emphasizing the distance between participants in communication.
• Addressed, intended for a specific addressee.
• Current at the time of writing.
• Reliable and impartial.
• Reasoned to induce the recipient to perform 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 expressions, terms and formulas.
• The tone of writing is neutral, restrained and strict, without the use of emotional and expressive language.
• Accuracy and clarity of the text, without logical errors, clarity and thoughtfulness of wording.
• Conciseness and brevity - without using expressions that carry additional meaning.
• The use of language formulas formed as a result of repeated situations.
• The use of terms, that is, words or phrases that have special concepts.
• The use of abbreviations, which can be lexical (that is, compound words formed by removing letters from parts of words: LLC, GOST, and so on) and graphic (that is, word designations in abbreviated form: grn, zh-d, etc.).
• The use of constructions in the genitive and instrumental cases.
• Phrases with verbal nouns (“provide 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 an official business style.

Types of business letters

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

Business letters can have the following content:

• Accompanying. Such letters are usually needed to inform you where to send documents.
  (How to write a business letter? Sample cover letter will help those who need to draw up this type of document.)

• Guaranteed. They are written to confirm any promises or conditions. For example, payment for work, rent, delivery times, etc. can be guaranteed.
• Thanks. They began to be used especially often in Lately. Such letters demonstrate good partnership tone. They can be issued on regular letterhead or on colored paper with a beautiful print.
  (How to write a business letter? A sample of the 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 company in a place of honor.)

• Informational.
• Instructive.
• Congratulations.
• Advertising.

There are also letters:

• Proposals for cooperation. Quite common in recent times, sent to organizations, are often worn advertising nature, for example, like this sample. Commercial letters It’s quite difficult to write, you need to take into account many nuances in order for it to be noticed, let alone interested. But if you compose it according to the sample below, it has every chance of success.

• Invitations. They are sent, inviting them to participate in various events. They are usually addressed to a manager or official, but can also be addressed to an entire team.
• Requests.
• Notices.
• Requests and many others.

How to write a response to a letter. Example

The answer must begin by repeating the request stated in the first letter. Then the results of its consideration are given and approval or a reason for refusal is expressed. A business response letter may contain an alternative solution to the expected information. Typically it meets the following principles:

• Availability of a link to the first letter and its contents.
• Identical language means.
• Comparable scope and content aspects.
• Compliance with a certain sequence.

Decor

In addition to using corporate letterheads for business letters, it is necessary to take into account other subtleties when designing them. These are details, rules for abbreviations, writing addresses, headings, text length, field widths, and more.

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

Currently, in order to register a new organization, it is necessary to indicate its legal address, which will subsequently be entered into the Unified State Register economic entities.

Reference. Based on the provided legal address, the newly created organization is assigned to a specific tax office. In addition, all official correspondence will also be sent to this address.

Thus, It is necessary to submit a letter of guarantee to the tax authority regarding the provision of a legal address, the purpose of which is the following:

So, we can distinguish two situations when there is a need to provide such a document:

1. In case of creating a new organization.
2. When changing the legal address of an already existing business entity.

Despite the fact that legislation in the field state registration, does not contain clear instructions on the need to provide such paper, however, its absence may entail a refusal to register a new business entity.

We talked in more detail about what a letter of guarantee for the provision of a legal address is, and how to draw up such a letter from the landlord, read.

Features of the document

Significant differences in content letter of guarantee, compiled by individuals and legal entities, no. However We can highlight some features inherent in a document prepared by a private individual:

• the document is drawn up on plain paper A4 format ( entity usually uses letterhead);
• the details indicate only the full name of the lessor;
• There is no stamp at the end of the document.

What's included in the content?

On a note. The content of a document providing a legal address drawn up by an individual is usually arbitrary.

At the same time, the following points must be reflected in it:

• document header;
• name of the paper;
• main content (this point will be described in more detail below);
• application;
• the landlord's signature, as well as his contact number.

How to arrange each item?

Below is detailed instructions on the procedure for an individual to write a paper to provide a legal address:

Important! The date of compilation can not be set, since current legislation There is no limitation on the validity period of the document providing a legal address.

In addition, it should be noted that When drawing up such a document, you must adhere to the following rules:

1. the text must be presented clearly and without errors;
2. when writing, you must use exclusively business writing style;
3. At the end of the letter there must be a signature of the owner of the premises, and a title document for the property must be attached.

To whom is it sent and how?

This paper is prepared by the landlord at the request of the tenant. Then it must be sent to the Federal Tax Service.

In this case, the owner of the premises must be informed that he must be constantly in touch at the specified number.

There are several ways to send documents to the tax authorities:

1. by personal visit;
2. by transferring documents through an official representative who has a power of attorney certified by a notary;
3. by registered mail;
4. through express delivery services;
5. through the service "Feed" electronic documents for state registration."

To summarize, it can be noted that an individual who is the owner of a building (premises) has the right to provide.

Didn't find the answer to your question? Find out, how to solve exactly your problem - call right now:

Do you have any urgent questions for the organization that should be recorded? In this case, writing a written appeal is indispensable. However, not everything is as simple as it seems. Writing a competent business letter is a whole science. And it wouldn’t hurt for everyone to learn or remember the basic skills of compiling it.

• Computer (laptop);
• Text editor;
• Email.

If you use the manual writing method, you will also need a printer for printing.

1. The name of the organization you are applying to;
2. Full name of the director of the organization or responsible person;
3. Institution address;
4. Date of the application;
5. City of application.

Desirable “header” items also include the company’s coordinates – fax, phone, email address, OKPO, OGRN, INN/KPI. Depends on the topic of the appeal and the organization itself.

• Promotional letters;
• Letters of recommendation;
• Information letters;
• Cover letters;
• Thanksgiving letters;
• Letters of congratulations;
• Letters of instruction;
• Letters of inquiry;
• Letters of request;
• Reply letters;
• Notification letters;
• Letters of invitation.

Depending on what type of appeal you are using, formulate the content correctly. For example, if you are writing a positive review for an organization, you should describe in detail the reason for your request, what exactly you liked, and so on.

Download from our portal:

Competently drafting a letter to the right organization is the key to the success of your appeal. Study carefully all the points described above and feel free to get to work. Do not forget that the letter should not contain spelling, punctuation and stylistic errors.

We continue to talk about claims. Here - about how to write a complaint to the buyer (client) in the name of the seller. This unpleasant need can arise for each of us. We will figure out how to write a complaint correctly and send it to the recipient so that our demands are heard.

Let's remember the main rules of any claim.

Firstly, the addressee must violate something (agreement, order, law, etc.). This is very important, especially in relation to claims from individuals. Feel the difference: a complaint that the waiter wrote up the bill incorrectly with a receipt attached, and a complaint because the same waiter was impolite.

Secondly, the claim must be accompanied by documents confirming the violation of your rights: checks, copies of contracts and warranty cards, etc. The more evidence of violation, the greater the chances of satisfying the requirements.

Third, requirements. They should have a claim. It would seem that this is obvious, but we often come across complaints that either simply state the violation or contain the phrase “Please take action.” Please state in full the measures that you think should be taken.

How to correctly describe your requirements? Most often, when writing a letter of complaint, the buyer is guided by the Consumer Rights Protection Law (RF Law of 02/07/1992 No. 2300-1 “On the Protection of Consumer Rights”), namely its Article 18, which is called “Consumer rights when defects are detected in a product”. The buyer can:

“- demand replacement with a product of the same brand (same model and (or) article);

- demand replacement with the same product of another brand (model, article) with a corresponding recalculation of the purchase price;

- demand a proportionate reduction in the purchase price;

- demand immediate, free elimination of defects in the goods or reimbursement of costs for their correction by the consumer or a third party;

- refuse to fulfill the purchase and sale agreement and demand a refund of the amount paid for the goods. At the request of the seller and at his expense, the consumer must return the defective product.

In this case, the consumer also has the right to demand full compensation for losses caused to him as a result of the sale of goods of inadequate quality. Losses are compensated within the time limits established by this Law to satisfy the relevant consumer requirements.”

Note - only one of the listed requirements can be indicated in the claim. You cannot demand at the same time, say, repair of a product and the amount paid for it.

Now directly about how to write a complaint. There is no unified form for it, which means it is written in a relatively free form. A letter of complaint can be typed on a computer, or it can be written by hand; this is unimportant and there is no special rule for this.

In the upper right corner of the sheet it is written destination: first his position, then his organization, at the end - initials and surname in the dative case. Here, after the word “from”, in the genitive case we write your data: full first name, last name and patronymic, address and contact numbers. We remember that the addressee has the right not to accept anonymous claims, as well as letters without the sender’s contact information.

General Director of Tissue Store LLC

I.V. Romanova

from Svetlana Arkadyevna Mikhailova,

post office address 123456, Izhevsk, st. Dubravskaya, 24, apt. 7,

tel. mob. 8-123-321-45-67

Then follows title: CLAIM. I recommend typing (writing) this word in capital letters.

After this we move on to main part and state the facts: what happened, when, how you can confirm the violation of your rights. It is necessary to refer to the norms that were violated by the addressee of the claim. Please note that normal Buyers are not required to know the exact article of the law or seek legal advice. Therefore it will suffice to refer to Consumer Rights Law or other normative act, which was violated, without specification. If the contract, a copy of which is in your hands, has been violated, the clauses are indicated. Don’t forget what was said above: be sure to indicate your requirements in the complaint.

For example:

On September 25, 2011, in the “Health” store, I purchased a cosmetic set for hair care “Beauty” worth 500.00 rubles (I am attaching cash receipt No. 01/0034 dated September 25, 2011). At home, when I opened the set, I discovered that all the cosmetics included in it were expired: their expiration date expired on September 1, 2011. On September 26, Elena Sokolova, a senior salesperson at the Zdorovye store, refused to return my money for a low-quality product without explaining the reasons. These actions are a violation of the Consumer Rights Act. I demand that I return the amount of 500 rubles paid for this set, otherwise I will be forced to contact the Consumer Rights Protection Department.

On August 16, I ordered a sofa bed from the “Best Furniture” store, located at Ulyanovsk, Pionerov Avenue, 4. Store manager Evgeniy Perov concluded a purchase and sale agreement No. 456 with me. I made a 100% prepayment in the amount of 20,500.00 rubles (check dated 08/16/2011 No. 5). According to clause 3.3. contract, the furniture was supposed to be delivered to my home on August 20. However, this has not yet happened, which is a violation of the contract. In accordance with Article 23.1. Law of the Russian Federation dated 02/07/1992 No. 2300-1 “On the Protection of Consumer Rights” I require the transfer of pre-paid goods to me no later than September 12. Otherwise, I will be forced to go to court.

A mandatory part of the claim letter is. We carefully list here all copies of documents attached to the letter. Note - attach copies! Who knows if your conflict will end up in court, and then you will need the originals.

Applications:

1. Copy cash receipt No. 34-3453 dated September 15, 2011 for 1 l. in 1 copy.

2. Copy of supply agreement No. 1234-P dated September 15, 2011, 5 pages. in 1 copy.

3. Photos of damaged goods for 8 sheets. in 1 copy.

After the applications, stepping back a little, we put number, one more line below - yours signature and her transcript:

Viktorova / M.D. Viktorova

The completed claim must be conveyed to the addressee and confirmation that it has been accepted must be received. If you can get to the office in person, do so. Give the letter to the secretary or office and make sure that the date of reception is indicated. If the addressee is far away or you doubt that your claim will be accepted, use the services: send ordered letter with a description of the attachment and a notification.

You must respond within 30 days from the date of receipt of the claim letter.