10.10.2019

Registration of the requisite “Address. Business Correspondence - Sample Letters

A business letter is one of the main communication tools in any business. A well-written business letter will help create a positive impression of the company. And one poorly written letter can kill your entire reputation. We already wrote about the rules of business correspondence, now let's look at concrete examples business letters.

business letter samples

There are many types of business letters - business proposals, letters of claim, letters of gratitude, letters of refusal, cover letters, letters of guarantee, information and so on. The principles of their compilation practically do not differ from each other. Look again at to avoid mistakes.

Thank You Letter Examples

Example of a letter of guarantee

Sample response letter

This good example of what a polite rejection letter might look like:

An example of an information letter

Complaint letter example

Examples of letters in English in business correspondence

Unfortunately, not everyone has a high level of English proficiency. And often managers are a little lost when they need to write a business letter to English language. If even in Russian people in correspondence cannot always understand each other, then what can we say about foreign language? The best way out in this situation is to search for similar letters and use phrases that are suitable from them in your letter. For example, here are three examples of business letters in English: a letter of gratitude to the client, a letter clarifying the terms of the transaction, and a letter in response to a purchase offer. Each file contains a version of the letter in English and its translation into Russian.
Download a letter of gratitude to the client in English.
Download the letter with the terms of the deal in English.
Download a response letter to a purchase offer in English.

Structure of a business letter

A clear structure is a mandatory characteristic of a business letter. It will help the recipient to quickly understand the meaning of what is written and reduce the time to read it. A business letter consists of the following main parts:

1. Title (subject of the letter). In the title of the letter, you should write its brief purpose or essence. No abstract phrases can be used here. It should be clear to the addressee by the heading alone what the letter is about. For example, “On changes in prices for the supply of products” or “ Business offer about trade cooperation with the company XXX”.

2. Greeting. The greeting “Dear + First Name Patronymic!” is considered traditional in business letters. However, the name is not required. You can also address the addressee through his position: "Dear Mr. Director!". However, keep in mind that addressing by name somewhat reduces the psychological distance and emphasizes the well-established business relations. If the letter is addressed to a group of people, then it is permissible to write “Dear ladies and gentlemen!”, “Dear partners!” and so on. The use of the abbreviations "Mr", "Ms" or initials is perceived as a sign of disrespect, so try to avoid it.

3. A statement of the purpose of writing a letter, its essence, the main idea. This is the main part of the letter. Here you write directly about the very reason for writing the letter.

4. Your suggestions for solving this problem, recommendations, requests, complaints. Business letters almost always involve a certain reaction of the addressee (except for purely informative letters). Therefore, it is important to describe not only the problem itself, but also to offer your own options for solving it. If you are writing a complaint, then ask to take appropriate action, if you make an offer of cooperation, then describe it possible options. In a word, the recipient of your letter must not only understand "what" you want from him, but also understand "how" you propose to implement it. Then it will be a real business letter.

5. Summary and conclusions. At the very end, we can sum up all of the above. However, it is not always possible to do this very briefly. In this case, writing in a few sentences what you already described in the first two paragraphs is not worth it. Remember that a business letter's best friend is brevity. Therefore, in most cases, it is enough to confine ourselves to the phrases “I hope for successful cooperation”, “I am waiting for your answer on this issue”, and so on.

6. Signature. A business letter is signed with the position, name and surname of the sender with the traditional phrase "Respectfully". Other options are also possible: Best wishes”, “Sincerely yours”, and so on, depending on the proximity of your contact with the recipient. The phrase "Respectfully" is the most universal, so if in doubt how it would be more appropriate to subscribe, then use this phrase and you will definitely not miss.

Also, it would not be superfluous to add contact options with you to the signature: other email addresses, work phone numbers, skype. The benefit of this is not only that the recipient, if desired, will be able to quickly contact you in a convenient way, but also that in this way you will demonstrate your openness and readiness to communicate with the addressee.

And do not forget that an official letter is first of all a document. Therefore, neglecting the rules for compiling it, you irrevocably ruin the reputation of your company and yourself as a specialist.

business letter templates

Letterhead is a paper format with pre-reproduced details containing permanent information about the organization - the author of the document.

The use of forms significantly speeds up the process of creating a document (due to the availability of constant information), reduces labor costs for compilation, simplifies the perception of information and improves the culture of managerial work. The form gives the information an official character.

When receiving a document addressed to an organization, the main attention, of course, is paid to the essence of the information contained in it, but attention is inevitably fixed on appearance document - quality of paper, use of color, logo design, font style, letterhead composition. By these features, one gets the impression of the correspondent, the degree of his solidity, prestige. It is necessary to strive to create a memorable letterhead that can leave a favorable impression of the organization, reflecting not only certain information about the organization, but also its style. Documents on well-formed forms are integral part image of the organization, its original visiting card.

Requirements for forms of organizational and administrative documents are established by the following documents: 1) GOST R. 6.30-2003. “Unified system of organizational and administrative documentation. Documentation requirements"; 2) Typical instructions for office work in federal bodies executive power, approved by the order of the Federal Archive on November 27, 2000 No. 68.

The form of the letter, depending on the constituent documents of the organization, may include:

The State Emblem of the Russian Federation or the coat of arms of a constituent entity of the Russian Federation (only for state-owned enterprises);

The emblem of the organization or trademark (service mark);

Organization code;

Name of company;

Reference data about the organization;

date of the document;

Registration number of the document;

Place of compilation or publication of the document (if necessary).

GOST R. 6.30-2003 provides for the location of the details of the form in two versions: longitudinal and angular.

In the first case, all the details of the form are placed along and they are aligned either in width or in the center.

With the angular arrangement of the details, they occupy an area of ​​73 x 88 mm in the left corner of the sheet and are aligned either to the left margin or to the center of the allotted area.

For the manufacture of forms, paper of A4 (210 x 297 mm) and A5 (210 x 148 mm) formats is used. The use of a particular format is determined by the volume of the document being prepared. The smaller format is intended for documents whose text has a small (up to seven lines) volume; It is irrational to use A4 format for such documents.

It is allowed to produce forms in a typographical way, using operational printing or computer technology directly during the manufacture of a specific document. The exception is the forms of organizations with the image State Emblem Russian Federation or coats of arms of subjects of the Russian Federation. Printing forms from a computer is very economical for small organizations, but does not protect against counterfeiting. Printed forms are more reliable in this sense. In addition, to protect forms from misuse, some organizations order numbering forms from printers and keep a careful record of their use. For the same purpose, state and municipal institutions use for different types documents forms of different colors.

On the forms, only the first page of the document is made, for the manufacture of subsequent pages, standard sheets of paper are used. If the document is to be sent to several addresses, then each copy of the document is created on the form.

An example of a business letter form (longitudinal arrangement of details)

Each sheet of a document, issued both on a form and without it, must have the following margins (mm): left - at least 20, right - at least 10, top - at least 20, bottom - at least 20.

In a number of organizations, the instructions and rules governing the execution of documents have set margins larger than the standard required. Let us give examples of letters on the letterhead of the organization (Fig. 2–4).

Rice. 2

Rice. 3

Rice. 4

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From the book Economic Theory: Textbook author Makhovikova Galina Afanasievna

author

2. Rules for writing a business letter

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From the book Business Correspondence: Study Guide author Kirsanova Maria Vladimirovna

Informativeness and persuasiveness of a business letter The text of a business letter should be brief and contain only basic information. Additional information can be found in the appendix. At the same time, the letter must be persuasive, no matter who it is for.

From the book 500 tips for the secretary author Engovatova Olga Anatolievna

1. Introduction and acquaintance in progress business communication In life, situations constantly arise in which it is necessary to introduce one person to another or to others. In business communication, which requires the establishment of contacts - face-to-face, correspondence, by telephone - the need for

From the book Business Psychology: Managing Emotions author author unknown

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From the book The Practice of Human Resource Management author Armstrong Michael

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From the book Time Trap. The classic guide to time management author Nickerson Pat

Link Red Zones to Business Communication Time You may have noticed in the simple red zone table above that the manager tried to give his three main tasks the proper time slots. But you also saw that for him

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author Vorotyntseva Tamara

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From the book Business e-mail correspondence. Five Rules for Success author Vorotyntseva Tamara

Business image indicator No. 5. Positive end of the letter Final phrases - the last thing that remains in the field of attention of the addressee when reading your letter. Fix in them an emotionally positive atmosphere of business communication. Create a good mood for the addressee,

The business letter is yours 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 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 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 recipient to quickly find 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 phone conversation which may be required for further information) and number contact phone– 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.

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 essential information about the 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 a 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.
  • Accuracy and clarity of text, without logical errors, clarity and thoughtful 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. These letters show good tone 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 itself short form expresses its essence. Such a sample, made on colored paper with an ornament, can hang on the wall in the company's premises in a place of honor.)

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

There are also letters:

  • Proposals about cooperation. Quite common in recent times, sent to organizations, are often promotional in nature, 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 head or official, but 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.

By using business correspondence there is not only the coordination of business activities, but also the collection necessary information for this organization, which will be in demand during various reporting audits. Therefore, first of all, the tasks of administrative employees include the correct maintenance of business records, for which various internal instructions and forms are being developed. The advantage of a standard form is the fact that the person fills it out automatically, thereby saving their time and the time of the company.

Business correspondence should contain:

Reliable and complete information;
- summary due to the lack of narration;
- neutral tone of address, but in a friendly manner;
- a logical chain, and not an emotional assessment of the facts presented.

How to write a business letter?

The most important thing is to decide what type of business letter is suitable for this situation. There are several types of it:

Reminder;
- confirmation;
- refusal;
- covering letter;
- invitation;
- warranty;
- information;
- a letter with a notice and an order.

As a rule, such business letters require a response that contain a request, offer, appeal, request or demand in their content.

Rules for writing a business letter.

The tone of a business letter carries a very important emotional load, since veiled disrespect will still show through with impeccable communication techniques. You should be especially careful when writing a business letter containing a refusal. In this case, you should not state the refusal at the very beginning of the letter. In the first part of the message, you should give convincing arguments in favor of your point of view, for this you can use formulas such as

- “Unfortunately, we cannot satisfy your request”;
- “We are deeply sorry, but it is not possible to satisfy your wish”, etc.

In case of refusal, it is important to remember that our task is to refuse, but not to lose the customer, partner, etc.

So, the basic rules for writing a business letter:

For the correct assimilation of the essence of the letter, it is necessary to repeat the request addressed to the addressee several times in the text;
- in the letter of refusal it is important to indicate the reasons why this request cannot be satisfied;
- offer rejection is a rejection formula.

Language of business correspondence.

It is important that the reader of business correspondence captures only its essence, and not the language in which it is written. It is in this condition that mastery of the rules for writing a business letter lies, which is developed over many years of experience.

It should be remembered that in a business letter:

Must be consumed simple words at the same time, without impoverishing the content;
- use verbs more often than adjectives - this will make the text of the letter dynamic;
- stay close to the meaning of the appeal, without going into details and reasoning;
- do not use long sentences, as they scatter the reader's attention;
- the transition between phrases should be logical and imperceptible;
- use as few pronouns as possible.

A business letter is distinguished by literacy and style.

Drafting of business correspondence.

When writing a business letter, remember that the top part (1/4 sheet of A4) must remain free for letterhead. Also, in the upper corner of the letter, the outgoing number and date are indicated, which are recorded in a special journal of outgoing mail.

In the lower left corner, the position, surname and signature of the manager are indicated, and at the very end of the sheet the surname of the executor of the business letter is indicated with his phone number for additional information.

Thus, a business letter consists of three parts: the essence of the request, its justification and supporting information.

When replying to a letter, the first part of the content should refer to last letter this addressee. If there is a foreign correspondence, then for better clarity, it is necessary to attach a booklet to the letter, a link to which will be indicated in this letter. It is very important to end such a letter with gratitude for cooperation and the phrase “Yours sincerely (name) ...”



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