Letters of request are an integral, important and necessary part of business correspondence. On the one hand, these are tactful and diplomatic requests on current issues, on the other hand, they are a tool for achieving certain goals of the addressee. The purpose of any letter of request is to encourage the addressee to certain actions, necessary for the author of the letter. How to write a letter of request to get as close to a positive response as possible?
Any letter of request must consist of a well-thought-out rationale and a clear statement of the request. In addition, you can use techniques that increase the efficiency of writing.
Step 1. Who do you contact with your request?
Address the addressee personally, preferably by first name and patronymic:
“Dear Ivan Ivanovich!”, “Dear Mr. Ivanov!”
Firstly, you will express your respect to the addressee, secondly, the request addressed to to a specific person, imposes responsibility on him for its implementation. There are situations when a request is addressed to a team or group of people. In this case, it is also advisable to personalize the appeal as much as possible:
“Dear colleagues!”, “Dear managers!”, “Dear junior employees!”, “Dear HR employees!”
Step 2. Why are you contacting me?
Give a compliment to the recipient. By giving a compliment to the recipient, you answer his question: “Why are you asking me this question?” Note his past achievements or personal qualities.
“You are always ready to listen and find optimal way solutions to the problem of almost everyone who contacted you. And, to give you credit, you helped a lot of people.”
“You are a leading expert in the field...”
“You have helped many people resolve the most difficult issues in the field of...”
This technique will allow the addressee to look at the request more closely and try to find an opportunity to satisfy fuck her.
A compliment is appropriate when we're talking about about non-standard requests, when the addressee needs to win over, when you need to pay attention to certain merits and qualities that are necessary and important for the fulfillment of your request.
It is very important not to cross the line between a compliment and rude flattery. Be sincere.
Step 3. Justification of the request
Any request must be justified as to why you are making this particular request. Enter the addressee into the context of your problem.
At this stage, you need to select the three most significant arguments for the addressee. It is best to build arguments according to the following scheme: strong - medium - strongest.
There are requests different levels complexity, so the addressee is not always interested in fulfilling someone’s requests. He needs to be convinced that fulfilling the request has potential benefits:
Interest the recipient
Offer to implement some attractive opportunity for him related to the fulfillment of your request:
“At all times, business-minded, enterprising people have strived not only to achieve material success, but also to leave their mark on the history of their Motherland, to be remembered for their good deeds, and to win respect.”
« The successful activity of any professional community is, first of all, understanding and support from friendly Unions, participation in joint events and projects».
« Of course, yours big goal is a clean and comfortable city for people».
Or voice a problem that is very relevant specifically for your addressee:
“You, as a wise owner of the city, are probably concerned about the chaotic walks of children of different ages in unsuitable places, which leads to increased traffic accidents and an increase in child crime.”
“Your department has received more frequent calls on non-core issues, which takes up a lot of valuable working time.”
Show how your request can help realize the opportunity:
« And today, when our country relies on youth, it is difficult to find a more necessary, sacred cause than helping young men and women from disadvantaged families. In our city there are those who already provide such assistance - under the auspices of the mayor’s office, our charity center “Heritage” operates on donations from citizens, teaching troubled teenagers folk crafts ».
Or to solve the problem:
“Equipping specialized places for children of different ages to spend time will help reduce the level of child crime and minimize road accidents involving children.”
Describe the significance of the request
When there is nothing to offer the addressee or in the context of this request it is inappropriate, then it is better to bring the addressee up to date. Here you need to describe the situation as fully as necessary to understand the relevance of the request and the importance of its implementation. The significance of the request must be described in such a way that it “touches the soul.” If the request does not fall into the category of “touchy”, then you need to show the addressee the cause-and-effect relationship, which will ensure that the addressee fulfills the request.
“From (date), according to lease agreement No. X, the rent for 1 m2 is 20 USD. in a day. Over the past three months, there has been a decline in trading activity due to economic instability and social unrest. The average profit from trading is 10 USD. per day, which is not enough even to pay rent. If measures are not taken, private entrepreneurs will be forced to close their outlets, which may negatively affect your income."
Thus, you must make it clear to the recipient that fulfilling the request carries the prospect of receiving material or non-material benefits.
Step 4. Statement of the request
When the addressee is prepared, you can state the actual request. The text of the request should be quite concise and extremely clear. In no case should there be ambiguity or understatement. For example, if we are talking about reducing rent, it is important to indicate to what level:
“We ask you to reduce the rent level until the situation stabilizes to 5 USD. per m2 per day.”
If we are talking about the provision of services, then make the request as specific as possible, indicating the desired dates, price issue, etc.:
« To equip a pottery workshop, we need a kiln for firing ceramics - we ask you to help us purchase it. The cost of the stove with installation is 998 thousand rubles».
IN in this example It is not entirely clear what kind of help is required from the addressee. It would be better to formulate the request more specifically: “We ask you to help us purchase a kiln for firing ceramics by transferring 333 thousand USD to the bank account of the company for the production and installation of kilns.”
Whatever you ask for, the recipient must know exactly when, what, how much and at what price you want to receive. A generalized request is more at risk of refusal, because the recipient does not always have the time and desire to deal with the details. In addition, you run the risk of not getting what you want by transferring the initiative to the recipient.
For example, private entrepreneurs wrote a letter asking for a rent reduction, but did not indicate to what level they want to reduce the rent:
“We ask you to reduce the rent until the situation stabilizes.”
As a result, they received a reduction in rent, but only slightly (by 1% of the existing one). Thus, their request was granted, but did little to change the position of the initiators of the letter.
In some cases, the text of the request can be bolded to make it stand out in the text, but do not overuse this technique.
Step 5: Summarize your request.
Repeat your request and emphasize how the recipient will benefit if the request is fulfilled. The request should be modified somewhat. It is best to construct a sentence according to the scheme: “If you fulfill the request, you will be happy.”
“If you meet us halfway and reduce rents until the situation in the region stabilizes, you will not only be able to save more than 150 jobs, but also will not incur global losses due to complete absence rent."
But there may be other options:
“You can be sure that every ruble of your charitable donations will go for a good cause and help children in difficult situations grow into worthy citizens.”
“You can be sure that every child’s smile will give you moral satisfaction from your difficult work, and your efforts and efforts are an investment in worthy and happy citizens of the near future.”
The main thing is to repeat the meaning of the request and the benefits of fulfilling it. The benefit does not have to be material. Remember that the addressee is a person, and feelings are not alien to him.
EXAMPLE:
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“We kindly ask you, I.I. Ivanov, organize a meeting of applicants with the main manager of your company. We will be grateful for your assistance. With respect and gratitude, Director of the employment center P.P. Petrov" |
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“Dear Ivan Ivanovich! Your company has been participating in the Career Guidance Program for applicants for several years now, helping them decide on their choice of profession. As a HR manager, you are interested in training professionals, and we are ready to help schoolchildren begin to train masters of their craft. Today, the profession of manager is one of the most common, but many applicants do not have a clear idea of its meaning. In this regard, we ask you to organize a meeting of the general manager with applicants on March 23 at 15.00 at the base of your company. By telling the guys about the secrets of the profession today, you are laying the foundation for training real professionals tomorrow. Perhaps in a few years one of them will take your company to a new level of development. With respect and gratitude, Director of the employment center P.P. Petrov" |
And don’t forget about the design of the letter – this is the “face” of the organization. If the initiator of the letter of request is an organization, then such a letter is drawn up on letterhead with the signature of the manager or authorized person. If you are a private person, then it is sufficient to comply with basic norms in the arrangement of letter elements. These details are legally and psychologically very important for the addressee and the formation of the correct image of the sender.
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- | Sending hundreds commercial offers, requests and others business letters every day, but are not achieving the desired result with your message? Don’t know how to unobtrusively and politely remind the recipient of his obligations? Then online training will certainly help you "Business Writing Skills"! You can go through it at any convenient time. | - | - |
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A business person must not only be able to speak competently and beautifully, be polite and conducive to communication, but also conduct business correspondence correctly. However, here the lion's share of success depends not on the businessman himself, but on his personal assistant or office manager.
I have rarely had the good fortune to see business people who are able to compose a business letter in accordance with the norms and rules established for this, but even the most unenlightened businessmen in this matter usually had a special staff unit for correspondence. The duties of this employee included correspondence.
Sometimes she is a smart and skillful secretary, sometimes special person, busy only with answering letters (the latter is typical for larger companies that conduct constant correspondence). But in any case, there must be a person in the company who knows how business letters are written.
Firstly, business correspondence must answer the question asked exactly. If you are asked what settlements covered by the activities of your company, there is no need to start with a description of the structure of the company, its history, etc.
Secondly, for each subject of a letter there is an established international form, and there is no need to reinvent the wheel and figure out how to write this or that letter. Just use ready-made forms, and life will be easier for both you and those who receive your message. People get used to forms; they don’t like to “extract” information from non-standard letters.
Third, your letters should be written politely and correctly. Even if you are unhappy with something, the text itself should not contain rude words or inappropriate expressions that could offend another person.
Business correspondence can be of two types - internal and external, official and unofficial. Internal official correspondence designed for circulation within your company or for communication with your branches. Examples of internal business correspondence are orders, instructions, memos, and explanatory notes. External official correspondence represented by letters of guarantee, information letters, commercial requests, press releases, etc.
Internal informal correspondence represents letters of response, information letters, invitations, congratulations, condolences, letters of recommendation, gratitude. External unofficial– invitations, congratulations, condolences, letters of recommendation, gratitude.
LETTERS TO DOMESTIC PARTNERS
To make the form easier to perceive, the letter is constructed according to established structure. Every business letter begins with an address to the person to whom it is addressed. To do this, the position and last name, first name, and patronymic of the addressee are placed in the header of the letter. Below the center of the sheet and with capital letter you must write an appeal to your addressee: for example, “Dear Ivan Ilyich” or “Dear Mr. Sergeev” - depending on the degree of acquaintance or other important reasons.
If you are writing to a Western businessman or, in fact, to any person on the other side of the border, you can address him by name or "Mr. So-and-so." If you have to write to high-ranking Western people (kings, aristocrats, church leaders), then there are generally accepted standards for such letters that cannot be violated.
When composing an invitation to business meeting(exhibition, presentation), use the generalized address “dear sirs,” but if the invitation concerns a social event, then the address looks like “dear ladies and gentlemen.” When composing a letter to strong structure the address includes the word “comrade”, which has long been excluded from life - “dear comrade military commissar”, “dear comrade captain”, etc.
The appeal is followed by a preamble in which you must reveal the purpose of the letter: the recipient of your message should immediately understand what you will be talking about next. For example, your supplier delays sending components and causes you material damage. In an effort to force him to fulfill the agreement, you write him a letter. In the preamble, you explain the situation as follows: “I am writing to you to express my dissatisfaction with the delay in delivery of components that your company promised to supply to us, and I count on your actions aimed at quickly changing the situation for the better and compensating for the losses caused to us.” From this sentence, the recipient should understand that: 1) you are unhappy with his work; 2) you will enforce the contract; 3) you give the manager a chance to “resolve” the situation himself.
The body text below should outline the situation in a few paragraphs. In this part of the letter, you can demand that the addressee take some action or outline your own vision for solving an existing problem.
For example, in our case, this text may look like this: “Over the last month, starting from January sixteenth of this year, we have not received a single delivery of components, although according to the agreement from (contract number, date of signing are indicated) deliveries must occur on the 2nd, 9th, 16th, 23rd of each month. These facts, which can only be regarded as a disruption in supplies, were duly documented by our company’s specialists. Copies of documents are attached to this letter. Our company's losses due to non-receipt of components amount to more than 17 million rubles. We have been cooperating with Sigma CJSC for two years, and so far we have had no reason to complain. In this situation, we insist on the immediate shipment of components and full compensation for our losses."
After presenting your complaints and expressing your demands (in this case), a conclusion follows, which is the final proposal. For example: “I am sure that you will understand this situation, and in the near future our cooperation will return to normal.”
The letter is completed, but it will be incomplete without your signature and indicating your position, for example, like this: “Director of Lastochka LLC Pushkarev V.V.” But before signing, do not forget to gently say goodbye to your recipient. For this, standard forms of address are used: “With respect,” “Sincerely yours,” “With hope for productive cooperation,” “With gratitude for your cooperation,” etc.
Remember that when signing a letter, the rule of official rank is observed, that is, if you are writing to the director, then the director should sign your letter, and not an office employee or even a deputy director. Under no circumstances should you indicate the name of one person while another is signing. If the signature decryption says " CEO Spiridonov K.R. (but as luck would have it, he is away), then his deputy Shvabrin D.P. cannot sign this letter. Here you need to either write a new letter or wait for Director Spiridonov to return from a business trip.
Very rarely, after the final signature, an addition is made, which is called a postscript - P.S. (literally from Latin - “after the letter”). Such an addition may be necessary if, after writing the letter, new data appeared or some event occurred that forced you to look at the situation as a whole differently.
For example, after writing a letter to ZAO Sigma, the director of ZAO Flashka contacted Lastochka LLC and said that the damned Sigma did not supply them with anything either. That’s when our director has the right to add the following sentence after the letters P.S.: “I inform you that I have become aware of disruptions in deliveries to Mr. Rozhnov, JSC “Fleshka”.”
Sometimes a letter requires additional materials. Then these materials are called attachments, and the text of the letter indicates that they are available. There are no rules on how to draw up additions to a letter as such. They are made on separate sheets and numbered: “Appendix 1, Appendix 2,” etc. Information about the attachments is indicated before the signature and has a generally accepted form, for example: “Attached to this letter are 2 documents on 3 sheets:
1. Acceptance certificate for completed work in two copies.
2. Invoices."
After writing a letter, check how well it is written.
To do this, answer yourself the following questions:
– Are the general requirements for the structure met?
– How clear and logical is the structure?
– Who is the recipient (long-time customer, boss, supplier, tax inspector)?
– Does my tone sound acceptable to the recipient (if you’re not sure, read it out loud!)?
– What do I do in a letter (inform, convince, criticize, thank...)?
– Do I seem rude, tactless, uninterested, too familiar?
– If roles were reversed, how would I react to this letter?
– Does the letter contain information that is not necessary?
– Does the letter include everything that is important?
– Is each sentence shortened as much as possible?
– Will the recipient understand special technical terms or do they need to be spelled out?
– Aren’t “hackneyed” expressions and clichés used?
– Were any slang expressions used (for example, “fly down the drain”)?
– Have spelling, punctuation and grammar been checked?
– Have possible factual errors been checked (e.g. dates, prices, delivery conditions)?
– Has the final version of the letter been printed?
– What is the format of the letter?
– Do the paper and envelope correspond to the type of letter and the status of the recipient?
– Was our company letterhead used?
– Are all the details of the sending company indicated correctly?
– Are the recipient’s details written correctly?
– Does the appeal correspond to the position and status of the recipient?
– Are the position, surname and contact details of the sender indicated?
– Is there a list of investments?
The letter must not only be correctly composed, but also competently issued.
Business letters are written on special letterheads of the organization, which contain the following mandatory information:
- Name of the organization;
– physical address of the organization;
– telephone and fax;
– website and e-mail.
Optional information is the details of the organization and its logo. The latter gives the form solidity and tells the recipient more information about your company.
In reputable organizations, outgoing letters are assigned their own serial number, which is indicated in the upper left corner of the letter. This is the registration number (for example, No. 123). When sending a letter, you must remember to register it in the account book, so that later you can track its further fate. This is especially important if the company is large and there is a lot of correspondence.
In addition to the number, the letter must have a date, for example, January 11, 2009. In the letter, this information will be written as follows: “Ref. No. 123 dated January 11, 2009.” In the future, when you receive a response, you will note that this is a response to the letter known to you: “Input No. 254 dated 01.21.2009 to ref. No. 123 dated 01.11.2009.”
Just below registration number, in the upper right corner, there is a “header” of the letter containing an appeal to the addressee and having the appropriate form: position, name of organization, last name, first name, patronymic. For example:
to CEO
JSC "Sigma"
Sergeev I. I.
And below, in the center of the sheet: “Dear Ivan Ilyich!” or "Dear Mr. Sergeev!"
In order for the letter to look correctly formatted, be sure to leave margins: on the left - about 3 cm, on the right - about 1.5 cm. Margins are necessary for both technical work with letters (they are filed in folders), and for the recipient’s notes.
The letter font is chosen based on your own preferences. For purely business letters, Times New Roman or Arial fonts are suitable; for invitations and congratulations, you can choose a more non-standard font, depending on the subject of the letter.
Typically, text is typed by default in 12-point font, but if you know that your recipient has poor vision, then be polite and use a larger 14-point font. The spacing between lines is usually set to single. If a letter includes two or more pages, each page must be numbered (in the lower right corner of the sheet).
Business letters must include information about the contractor necessary to contact the specific person responsible for this area of work: it is necessary to indicate his position in the company, last name, first name, patronymic, contact phone number (work, mobile), email address. Information about the artist is typed a font or two smaller than the main text of the letter.
In business correspondence, it is customary to use the first person singular personal pronoun if the letter comes from individual. The head of an enterprise or company uses the following phrase structure: “I would like to bring to your attention...”, “Please...”, “I am informing you...”
If the official represents the entire team, then the first person plural pronoun or verbs in this person and number are used: “We approve...”, “We received your telegram...”, “Congratulations...”, “We support...”. If the letter is drawn up from a legal entity, then the verb in the third person singular is usually used, for example: “Lastochka LLC requires...”, “Fleshka CJSC takes note...”, “Severostal Plant guarantees...” or in the third plural: “The management and workforce of the company “Harmony” express their agreement...”.
Also, letters from legal entities can be composed using first-person plural verbs (like letters from individuals).
For each type of business letter there are standard speech patterns which should be used. Here is a sample list of them.
Standard letter
In accordance with protocol... In order to enhance the security of property... In response to your request...
To confirm our telephone conversation...
In confirmation of our agreement... In the order of delivery technical assistance... Due to the difficult situation... In connection with joint work... In accordance with the customer’s letter...
Notice
We inform you that the delay in shipment... occurred due to...
We would like to inform you that the plant management has made a decision...
We inform you that your offer has been accepted.
We inform you that we...
We would like to inform you that...
We inform you that, unfortunately, we cannot...
Request
We ask you to check the progress of the work... Please take action...
Please provide performance data...
Sending documents
or material assets
We send machine assembly drawings...
We send the documents you are interested in by registered post...
We send you the contract signed by us...
Confirmation
We gratefully acknowledge receipt of your order and proceed to its implementation...
We confirm receipt of specifications for...
The Zarya plant confirms the terms of supply of equipment...
Offer
We can offer you... We offer you to purchase... We can recommend to you...
Invitation
We invite you to take part in the discussion of the project...
We ask you to take part in the discussion of the problem...
We invite a representative of your company to visit…
Refusal and rejection of proposal (project)
The draft title list you sent for construction projects worth... cannot be approved by us for the following reasons...
Your proposal (project) has been rejected for the following reasons...
Reminder
We remind you that according to the plan of joint work you must...
We remind you that in accordance with... You must...
We remind you that your outstanding payment amounts to...
We remind you that the deadline for submitting the manuscript expires...
Guarantees
We guarantee payment.
We guarantee deadlines.
We guarantee the quality of the products.
Interpretation of one's own position
Our appeals on this issue did not lead to positive results.
We have no objections to the design.
We are unable to deliver the goods to you... due to the following reasons...
Interpretation of the other party's actions
Such a delay can lead to... It is completely inexplicable why your factory is delaying the dispatch of molds...
The promises you made are not kept.
Final words
We hope that our request will be fulfilled. We look forward to further cooperation. With wishes of success.
We kindly ask you not to delay your response. Please forgive us for the delay in response (for an error).
An inquiry is sent to obtain official information and documents, therefore, in addition to the request itself, it also indicates the justification for the need to provide materials or information. Since the organization does not have the right to receive information that is not related to its direct activities, the justification contains references to legislative and other regulations, organizational and legal documents that allow obtaining the necessary information.
Such a letter is signed by the head of the organization or authorized to take such actions. official. The request letter exists in tandem with by letter-response, that is, any request must have an answer - either positive (then the sender receives the information he needs) or negative (then a refusal follows).
Response letters use the same vocabulary as request letters. If the response letter contains a refusal, the reason for the refusal must be indicated.
IN confirmation letter confirmation of a previously reached agreement is given, therefore it contains the obligatory phrase: “We confirm (receipt of documents, preliminary agreement, consent to ...).” Do not forget to indicate the full name of the documents in question, or the nature of the agreement reached that you confirm. You can end such a confirmation with a polite wish for further cooperation or a request or proposal.
Letter of complaint contains negative information for the recipient, so it must be composed politely and somewhat detached, otherwise it can slide into ordinary swearing. State the reasons for the complaints and outline the situation that forced you to write this letter. Don't let your thoughts wander, be brief. At the end of the letter, describe the best way solving the problem.
Letters of guarantee are just as important documents as contracts, so increased requirements are placed on their drafting. When drafting such letters, it is better to consult with lawyers. Letters of guarantee may relate to remuneration for labor, production of work, supply of goods, payment for products, etc. If the letter of guarantee concerns payment, then the number of the contract and invoice according to which payment is made must be indicated. The wording of such letters must be clear, precise and unambiguous. The body of the letter usually contains the following key phrases:
With this letter I guarantee...
We guarantee payment.
I guarantee timely and full payment.
We guarantee...
We guarantee that...
The company (name) guarantees...
Please send to our address cash on delivery (type of guarantee)…
We guarantee payment...
We hereby guarantee...
The letter sent as a guarantee of payment indicates the bank details of the paying organization.
LETTERS TO FOREIGN PARTNERS
If you are sending a letter abroad to a foreign businessman, then you should write the letter in his native or English (as an international) language. There are nuances regarding writing such letters. Let's start with your company name, recipient address, date And the addressee himself. Because few western people speak Russian and understand the Cyrillic alphabet, then a beautiful “hat” and the logo of your company will tell them absolutely nothing. And if the recipient does not understand what you are called, then there is no point in using a “hat”. But you can’t do it without a “hat.” So they do it in two ways: either they have forms translated into English, or a transcript in English is given below the Russian logo and name.
In the foreign version, it is completely pointless for you to use what is familiar to a Russian person. outgoing number of the letter- they don’t know anyone there (the Western world uses the date and subject of the letter).
Date of the letter indicated according to the rules of the country to which the letter is sent. For European countries The order of writing the date is as follows: day, month, year (for example, 29th January 2009). For the USA: month, day, year (for example, January 29, 2009).
Don't forget to indicate internal address(eg Triandos Co., Inc.).
Now urgently find out if your recipient has any title, if it has, then the title is indicated before the surname (for example, dr. Hide). If there is no title, Mr. is placed before the man's surname. (Mr; in plural– Mgs.), before the woman’s surname – Mrs. (Miss, Mrs., plural - Mmes).
Sometimes the name of the company is made up of the surnames of the owners, in this case special abbreviations are used - Messers for men and Mesdames (Mmes) for women (for example: Messers Hide and Jones Ass., or Mesdames Isher and Carder Ass.).
Often the surname is preceded by an abbreviation for the word attention: Attn. (Attn. Mr. Hide). The addressee's position is indicated after his last name: Attn. Mr. Hide, Head of Department, which translated into Russian sounds like “for the attention of Mr. Hide, head of department (department).”
And further, if you are in correspondence with Mr. Hyde, it is indicated that this is a response to his letter, say, dated March 13, 2009. This note will look like this: Re.: (Regarding) your letter of March 13, 2009.
Then, as in the Russian analogue, an appeal to the addressee follows. In English it is customary to use the adjective Dear, that is, “dear”, “darling”, “expensive”. In Russian it looks a little informal and frivolous, but in the Western tradition it is practically an analogue of our “respected”. So you can safely use Dear in various combinations: both when addressing an individual (Dear Sir, Dear Madam, Dear Mr. Hide, Dear John) and a group of people (Dear Sirs, if they are Europeans).
Americans usually use, instead of the last phrase, an analogue of our title “gentlemen” - Gentlemen. Moreover, Gentlemen and Dear Sirs are also used as addresses if your letter is addressed to some company, and not to its manager.
The English text of the letter is compiled in the same way as the Russian one. Just don’t forget that in English tradition Some words are written in letters only with a capital letter. These are: a) names, addresses, addresses; b) every word of the company name; c) every word of the official job title; d) the name of the objects of correspondence.
There is one more distinctive nuance: you cannot use abbreviations of modal and auxiliary verbs (this looks disrespectful), so do not write shan’t or can’t, write shall not, can not. End the text with a polite farewell. There are usually two forms used for this: Yours truly or Faithfully. You can address a good acquaintance or friend as Yours (very) sincerely or Cordially yours.
In the letter itself you can use the following English phrases.
At the beginning of the letter:
In the introduction and conclusion of the letter:
At the end of the letter you can indicate the following (if necessary):
If you are giving to a foreigner business card , then you can put it in pencil in the lower left corner conditional abbreviation(quite understandable for a foreigner):
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TYPICAL MISTAKES WHEN PREPARING BUSINESS LETTERS
Compilers of business documentation make errors of the following types: structural, syntactic, morphological, lexical, stylistic.Structural errors
Typically, a business letter consists of three parts: a concise introduction, the main body and a brief conclusion. The main part sets out the essence of the problem, argues the point of view of the author of the letter, therefore its volume is greater than the volume of the introduction and conclusion combined. It is important that the argument be carried out consistently, completely, without repetition or disruption of logical connections.
Structural errors are associated with incorrect construction of a business letter, disproportion of its parts, for example: lack of introduction or conclusion, excessively wordy introduction, complex system of arguments lacking logical connection.
Syntax errors
Errors associated with incorrect word order in a sentence
The word order in the Russian language is free, but you should avoid word order that becomes the reason for variable understanding of what is written.
So, for example, from the sentence: To generate reporting at the end of the year, indicators by region are clarified it is not clear: the indicators are updated at the end of the year or reporting is generated at the end of the year .
Apparently this sentence should look like this: To generate reporting, indicators by region are updated at the end of the year.
Violation of norms for the use of participial phrases
The participle names an action that occurs simultaneously with the action named by the predicate verb or precedes it.
For example: Having carefully examined the presentedapproval of the project,Departmentthinks... – the project has been reviewed previously;
Carefully examining the presentedapproval of the project,Departmentthinks... – the project is being considered now .
It is better to start, rather than end, a phrase with an adverbial phrase. For example: Uchity-vaya..., Considering..., Taking into account..., Guided by... etc.
It should be remembered that in a correctly constructed sentence, the gerund and the predicate must name actions performed by the same actor.
Errors in the use of participial phrases can be easily corrected by replacing sentences with participial phrases with sentences with verbal nouns.
Wrong: Studying the problems of service organization,interesting results were obtained.
Right: When studying the problems of service organization there wereinteresting results were obtained.
Or: Studying the problemsservice organization, inspectorsBy-got interesting results.
Errors resulting from ignorance of the structure of a complex sentence
When building complex sentences It should be taken into account that the following conjunctions and allied words are most often used What; which; If;to; Where; How.
Subordinate clauses can be replaced for brevity by synonymous participial and participial phrases.
For example: We directFor your information, the Basic Provisions of the Unified Statenew office management system approved by the Statecommittee...(instead of: which are approved).
Incorrect use of prepositions
Most common mistake– incorrect use of prepositions. In business writing and oral speech phrases with the preposition have become widespread O And dependent nouns in the prepositional case: question abouttrust; personnel decision; agreementO cooperation... etc. However, there are cases of using the preposition O with words that do not control the prepositional case or require another preposition when controlled.
Wrong: Head of departmentCanceltil about the importance of the problem posed.
Right: Bossnoted the importance of the problem posed.
Wrong: This shows that we are tolerant ofshortcomings.
Right:This shows that we are tolerantlet's look at the shortcomings.
Wrong:
There is no doubt that the work carried out by the departmentbig and important.
Right:There is no doubt that aboutThe work carried out by the department is large and important.
Incorrect case
Writers of business letters sometimes use case forms incorrectly. Often there is an erroneous use of a noun in the genitive case instead of the dative case or vice versa.
Wrong: According to your request..., According tokaza..., According to the decision....
Right:According to your request..., According to the order...,According to the decision... .
Wrong: The Ministry of Internal Affairs of Russia is petitioning for permanent registration in Moscow to the inspector...
Right: The Russian Ministry of Internal Affairs is applying for permanent registration to the inspector... or The Ministry of Internal Affairs of Russia is applying for permanent registration of an inspector in Moscow...
Morphological errors
Harmonization of definitions
If the definition refers to a noun that has an appendix with it, it agrees with the main word of the combination: new laboratory car, universal editor program. The main word in such combinations usually comes first.
If the definition refers to a combination of a personal name and an application like head of departmentT. Ivanov, the definition usually agrees with the nearest noun: our Head of Department Petrov; Senior Inspector Comrade Yakovleva; new boss Serov.
Deviations from this rule are observed in cases where the definition is expressed by a participle: speakerat an operational meeting, deputy head of department Si-dorova...; Senior Inspector Alekseeva, who took part in the preparation of the draft order...
Errors when using full and short form adjectives
Writers of business letters should take into account that short forms of adjectives are more common in formal business speech. Full forms of adjectives in such texts turn out to be inappropriate.
Wrong: The commission's conclusions are reasonable and fair.Right:The commission's conclusions are justified andfair.
Wrong: The decision to dismiss V.V. Ivanov illegal.
Right: The decision to dismiss V.V. Ivanovaillegal.
When using forms of short adjectives in -enen and short participles on -en It should be taken into account that in official business speech it is preferable to use forms in -enen.
Right: The final result is identicalpreliminary calculations.
Each department employee is responsible for the quality of work.
Lexical and stylistic errors
Incorrect use of words and terms
Certain terms and professional jargon words are known only to a narrow circle of people in a certain profession, so it is necessary to decipher them in the text. The use of colloquial words and figures of speech is generally inappropriate in official documents, for example:
Ensure daily construction of the department.
Part of the clerical style are phrases, which in stylistics are called splitting the predicate. Instead of this kind of phrases, it is better to use verbs: not make bonuses, A give bonuses; Not carry out control, A control.
In business letters there are many verbal nouns ending in -anie, -enie. You shouldn’t get carried away with forming words using this model, especially if we are talking about words with negation, for example: non-secondment,shortfall,under-fulfillment.
Inappropriate or unjustified use of foreign wordsnykh words
The desire to give greater significance to the text by expressing it “more beautifully” explains the abuse of foreign words.
For example: deadline execution may be delayedgated instead of extended; present instead of introduce.
When using a foreign word, you need to know its exact meaning. For example, the following sentence is incorrect: Effectivethe effectiveness of the saving regime largely depends on howfinancial expenses are limited.
Word limit means “maximum norm”, so allocated funds are limited, not expenses.
Using multiple words with the same meaning (convention–condition, extraordinary–special) often makes it difficult to work with documents, especially when processing them by machine.
OFFICIAL BUSINESS LETTERS
Pronouns You And Your are written with capital letter:
as a form of polite address to one person;
in the questionnaires.
When addressing more than one person, these pronouns are written with a lowercase letter.
1. For letters of request
A. Basic formulations:
We are turning to you (you) with a request…
About shipping to our address...
About the direction to my address...
About deportation to our unit...
About the speedy transfer to our authorized representative...
About providing...
We ask (ask) you (you)...
Notify (us)...
Send (to me)...
Urgently submit (to the minister) ...
Immediately report (to the scientific and technical council) ...
Notify (Department Management) about...
Inform me about...
I ask for your consent to...
Sending to the address (of the organization entrusted to me)...
Providing us...
Familiarization of (chief N) with...
We ask for your assistance in...
Receiving...
Speedy dispatch...
Providing additional information regarding...
Carrying out...
I ask for your instructions...
... to conclude an agreement on... with...
For delivery from the enterprise warehouse... to a representative...
To prepare documents about... (for candidate B)...
To review (limits)...
B.
In connection with (the appeal to us)...
In accordance with the (previous agreement) ...
Based on (the results of negotiations on the issue of)...
Taking into account (our long-term cooperation)...
Considering (the long-term and fruitful nature of our business relations)...
According to (current agreement on...)...
Earnestly...
Really...
Please...
As an exception...
We would be very grateful to you for...
Due to extraordinary circumstances...
Referring to your letter from...
Let me refer in this regard to your email message from...
The basis for this appeal is your fax from...
As you probably know, during a telephone conversation between... and... (... date)...
2. For message letters
A. Basic formulations:
I inform (inform) you (you)…
About what happened...
About changes in...
About the need...
About the facts...
About the measures we have taken to...
About preliminary results...
On reaching a final agreement with...
I present...
Information about...
Project (plan, program)...
Offers for...
Scroll...
Materials...
Report on...
Who...
Report on...
I am directing…
Instructions about...
Order...
Extract from the order...
A copy of the directive...
A copy of the agreement...
Solution...
Protocol...
Resolution...
I'm sending…
Toolkit...
Form...
...copy...
Description...
Documentation...
B. Auxiliary statements:
We would like to inform you that...
We send it for use in work...
I am sending you for guidance in daily activities...
In pursuance of your instructions, I present...
For your management's attention, we inform you about...
We consider it our duty to inform...
We consider it necessary to send to your address...
3. For letters of inquiry
A. Basic formulations:
... I submit a request...
I am sending a request...
Request the following information from you...
Contact you with a request for...
4. For application letters
A. Basic formulations:
…are authorized to declare...
About management's intention...
About the Department's plan...
About the desire of our management...
…I have the honor to make the following statement...
Relatively...
Due to...
Concerning...
About...
B. Additional wording:
Due to the appearance in the funds mass media information about alleged abuses...
Considering the nature of the existing relationships between our divisions...
5. For confirmation emails
A. Basic formulations:
Confirm (confirm)…
The fact of receiving...
Receiving...
Participation...
Arrival...
Sending...
The urgent need for...
I (we) received...
We gratefully confirm...
I am pleased to confirm...
This letter confirms...
We are sending you confirmation...
To confirm... we will send to your address...
We just received...
I still haven't received...
We have received it in full...
These samples completely satisfy us...
The information you sent has lost its relevance and suitability for...
The complexes transferred to us for permanent use fully meet the requirements...
Unfortunately, the equipment put into operation no longer meets the standards...
6. For follow-up letters
A. Basic wording:
In addition To our ref. from… № ...
I'm informing...
I'm sending...
I present...
I'm directing...
Please add...
The text of the draft agreement submitted to you for signature...
Section... of the agreement on...
The agreement at your disposal...
B. Auxiliary statements:
I consider it necessary to add...
I propose to supplement the project...
The following additions to the text of the current...
We believe it would be advisable to make the following additions to the content...
7. For newsletters
A. Basic formulations:
We inform you...
Let me inform you...
We intend to inform you...
It seems appropriate to us to inform your organization...
Thank you for your interest in our offer...
We were glad to receive your response to our previous message from...
We are grateful for the attention you have shown to our letter from...
Thank you for considering it possible to respond to our message from...
This information letter aims...
Solution1.1. This version of the Charter of the Open joint stock company"Central Research Institute for Staple Fiber Processing", hereinafter referred to as the "Company", was developed in accordance with current legislation
(electronic correspondence)
Letter of offer of cooperation
Subject: Proposal for cooperation.
Data: 05.20.0216
From: [email protected]
To: [email protected]
Chairman of the Board
Union of Alcohol Producers
Dobrov D.E.
Dear Dmitry Evgenievich!
The Union of Alcohol Producers (UPAP) is the leading association of industry leaders in the domestic alcohol industry. Respectful active work, carried out by your organization in relation to the creation of a civilized market for alcoholic and liquor products in the Russian Federation.
Of course, concern for the quality and safety of manufactured products is one of the priorities of SPAP, and its participants are conscientious manufacturers who pay great attention to these aspects.
AIG is one of the world's largest insurance institutions. The international company has been in the insurance market for 90 years and has offices in 160 countries. The Russian division of the company has been operating for more than 15 years.
Cooperation with food and beverage manufacturers is a priority for our company. Guided by many years of international experience of AIG in Russia, a unique insurance program for alcohol industry enterprises was developed (product liability insurance and product recall from the market).
We believe that this program is of potential interest for SPAP participants, because A product such as alcohol requires a special approach to the quality of raw materials, packaging and safety for the consumer.
Based on the above, we approach you with an invitation to discuss the potential for cooperation in this area.
We will be grateful for your professional assessment of such cooperation and ask you to establish a procedure for further interaction between our companies. We are ready to consider any of your proposals on the format of joint work.
Sincerely,
Andreev Pavel
Vice President of AIG
Tel.: 8-495-xxx-xx-xx
8-915-xxx-xx-xx
[email protected]
Invitation letter
Subject: Invitation to the seminar
Data: 06/25/2016
From: Anna Simonova
To: xxx-xxx-xxx
Dear partners,
March 17, 2016 We invite you to join the seminar on building international insurance programs, which will be held especially for AIG partners Mark Goldenberg- Regional Advisor for AIG International Insurance Programs.
Mark comes to Russia specifically to conduct a series of training events, as he has the most extensive experience in insuring multinational companies.
Considering the current experience in offering international programs for Russian clients with an international presence, I am sure that this seminar will be very interesting and will answer many questions in this area.
I am enclosing the invitation and the seminar program.
I ask you to forward this invitation to colleagues who would be interested in this topic.
Registration is carried out by replying to this letter. Participation is free, the number of places is limited.
Address of the seminar: Russia, 125315, Moscow, Leningradsky Prospekt, 72, building 2, floor 3
We will be glad to see you!
Sincerely,
Anna Simonova
Head of training programs
AIG
Tel.: 495-777-11-11
8-916-777-45-56
[email protected]
Letter of request to organize a meeting
Subject: Organizing a meeting with Elena Firsova
Data: 06/25/2016
From: Cherkesov Ilya
To: Ivanova Galina
Dear Galina Nikolaevna!
If your offer is valid, next week (from June 6 to June 10) I could come at any time convenient for Elena Petrovna.
I will be very grateful if you inform me of Ms. Firsova’s decision.
Sincerely,
Vadim Tatarenko
AIG company manager
[email protected]
Letter requesting contact
Subject: Elena Firsova's phone number
Data: 06/25/2016
From: Cherkesov Ilya
To: Ivanova Galina
Dear Galina Nikolaevna!
Thank you again for the meeting and constructive conversation.
I would be very grateful if you send it to the specified address or notify me by phone.
Thanks in advance!
Sincerely,
Vadim Tatarenko
AIG Company Manager
Tel.: 495-777-11-11; 8-916-777-45-56
[email protected]
Letter of response to an aggressive letter from a client
Aggressive letter from the client:
Subject: You were absolutely crazy!
Data: 02/20/2016
From: Petrov Andrey
To: [email protected]
How can I get back the money I paid for your damn service. I'd rather spend it on something else than your pornographic system. Use your damn servis.tutu.net yourself.
Andrey Petrov
Reply to an aggressive client letter
Subject: About a refund and resolution of the issue! | WORK ALGORITHM |
Hello Andrei! | |
If I understand you correctly, you are dissatisfied with the work of our service and you would like to get your money back. | 2. Clarifying with the addressee our understanding of the request/claim/question. This is especially necessary if the addressee’s letter is chaotic and it is difficult to understand the essence of the problem. |
I'll let you know how this can be done. | 3. Provide the addressee with very clear and complete information on the issue that interests him. |
Andrey, just like you, I am uncomfortable with the situation, as a result of which you are ready to stop interacting with us. I think both we and you are the losers in this case: we lose the client, and you lose the opportunity to use our service (I assure you, the service is quite convenient and effective!). If you are ready to take the time to sort out the situation, write to me what happened that you require a refund. We will understand the reasons and help you make using our services as comfortable and effective as possible for you. | 4. Comments and emotional aspect. |
P.S. The only request: let's communicate within the framework of normative vocabulary. | 5. Using a postscript, express your attitude towards the addressee’s use of incorrect writing style. |
Sincerely, Elena Ivashchenko Customer Service Manager |
Clichés for expressing a request not to use profanity correspondence:
Please try not to use inappropriate language. It does not contribute to a constructive solution to the issue.
We inform you that we reserve the right not to respond to letters containing vulgar or rude language addressed to the company or its personnel.
Letter of refusal
Client letter
Good day, Andrey!
I am writing to you with a formal request.
Our company supplies industrial equipment, as well as spare parts for food industry enterprises. Since 2010 we have been your regular customers.
We thank you in advance for your understanding and support!
Sincerely,
Marketing director
CJSC "Pishcheprom"
Roman Petrenko
Tel.: 495-777-77-77
8-905- 777-89-45
[email protected]
Sample 1. Letter of refusal to a client's request
WORK ALGORITHM |
|
Dear Roman Petrovich! | 1. Calling by name is a sign of attention to the interlocutor. Helps avoid facelessness. |
We express our sincere gratitude to you for your long-term cooperation with our company. | 2. Thank you for working with the company (or just for the letter). |
Currently your company's discount is 10%. Over the past 12 months, your company has ordered services for... rubles The next discount threshold is…. rubles A 15% discount will apply from it. When you reach this threshold, your discount will increase automatically. | 3. State specific reasons that prevent you from granting the request (use a story this issue, numbers, deadlines, procedures). |
If you decide to use the deferred payment service, please contact Irina Mikhailova (tel.: 495-777-89-21; [email protected] ). | 4. Express your understanding that the subject of the request is truly important. 5. Offer alternative solution, if possible. |
6. Express your hope for continued partnerships. |
|
Sincerely, Andrey Ivanov |
Sample 2
Subject: About termination of cooperation
Data: 03/20/2016
From: [email protected]
To: Petrenko Ivan
Dear Ivan Nikolaevich!
We were glad to cooperate with your company for 7 years. Always satisfied us good level service and product quality. However, over the past year, a number of incidents have occurred, such as: regular violation of delivery deadlines, unsatisfactory quality of goods, and incorrect attitude of your company’s employees to these situations. As a result of all this, our interaction has reached a dead end.
In this regard, we, unfortunately, are forced to terminate cooperation with you upon expiration of the contract. Thanks for the years of service.
Sincerely,
Director
LLC "Makulatura"
Malakhov Gennady Viktorovich
Tel.: 8-945-xxx-xx-xx
[email protected]
_____________________________________________________________________________________________
Sample 3
Subject: Refusal to pay compensation
Data: 06/20/2015
From: aig.ru
To: Evgeniy Knysh
Dear Evgeniy!
Thank you for your long-term cooperation with our company!
To our regret, we are forced to refuse to pay you the required compensation in the amount of... rubles.
On this moment The company has established a different procedure for making decisions on insurance compensation, which you have been repeatedly notified about.
(See attached for a copy of this alert.)
In addition, you specified in statement of claim claims No. 4-6 are not insurable, since clauses 12.1-12.2 of the Agreement were violated.
We understand your situation well and, if you want to avoid similar precedents in the future, we offer to conclude an additional agreement with our company that allows you to compensate for losses associated with business risks similar to yours. (See additional agreement in the attachment)
We hope for your understanding and continued cooperation!
Sincerely,
AIG Manager
Tuchkov Vladimir
Tel.: 8-495-xxx-xx-xx
8-903-xxx-xx-xx
[email protected]
Letter of response to a justified complaint
Subject: Response to the complaint.
Data: 05/12/2016
From: [email protected]
To: Anna Kolesnikova
Dear Anna!
On behalf of the entire team of our factory, I would like to express my sincere regrets and apologize for the current situation.
Our factory has been working stably and efficiently in the clothing sewing and repair market for many years.
Your situation relates to rare cases, which are to blame for the so-called human factor.
We conducted an investigation, and those responsible for violating deadlines and rudeness were punished. According to the order of the factory dated April 13, 2016 No. 78/2, shift foreman V.V. Volkova was reprimanded, cutter A.P. Gusev was transferred as a tailor to the team for sewing men's outerwear.
The administration has taken urgent measures to fulfill your order. He'll be ready 15.05.2016. At any time convenient for you, the courier will deliver it to the address you specified.
Believe me, we are just as unhappy with the current situation as you are!
1) A business letter usually consists of:
title;
main text;
endings.
The header contains:
name of the company (institution) sending the letter;
postal and telegraph address;
teletype and telefax;
phone numbers;
checking account;
date of departure: the month is written as a word. Usually these details are present on the letterhead.
In the heading next to the date there is usually a link to the contents of the letter or the reason for which it was written.
Example:
"Regarding (regarding)..."
“On the issue of delivery (order).”
“NaNo. from..."
“On your no. from..."
On a business letter, put the original number. It is not recommended to put an outgoing number on letters addressed abroad. There they are limited by the date of sending and the content of the letter.
IN business correspondence, in addition to the address and name of the company or institution written on the envelope, the named attributes are also placed in the heading (in the upper right part of the letter).
If the letter is addressed to a company or founder, then first indicate the name of the company (institution) in the nominative case, and then the postal address. In a document sent to the head (organization), the name of the organization is included in the title of the manager’s position.
Example: “To the President of the company... Mr...” In a letter addressed to a private individual, first write the postal address, and then the surname and initials of the addressee. You can precede the recipient's name with the word Attn., for example Attn. Mr. Black (Attention Mr. Black).
If the addressee's position is known, it is advisable to indicate it after the name. For example: Attn. Mr. Black, Head of Department (Attention Mr. Black, Head of Department). When addressing individuals, the informal expression Dear is used. For example, Dear Sir, Dear Madam, Dear Mr. Brawn, Dear John, and when contacting a company - formal Dears Sirs (Europe), Gentleman (USA).
It should be borne in mind that names, addresses, addresses, every word of the official name, position, names of objects of correspondence are written with a capital letter (ABC of business communication // Business for everyone. M., 1991. Issue 1.P. 33, 34) .
The address is usually followed by an introductory phrase. It is formulated depending on the type of letter and its purpose.
In the upper right part of the letter the name of the company - the recipient of the letter is placed in the nominative case, and then the postal address.
In the document sent to the manager, the name of the organization is included in the title of the manager's position.
In a letter addressed to a private person, first write the postal address, and then the surname and initials of the addressee.
The appeal is usually followed by an introductory phrase, which is formulated depending on the type of letter and its purpose.
Therefore, the introduction is characterized by great variety. At the same time, there are a number of etiquette phrases that are used most often when writing and are stereotypical. Knowing them or having them at hand reduces the time of writing a message and in many cases improves the culture of writing. Examples from some stable etiquette formulas:
We received your letter No. ... dated November 1 of this year, from which we were glad to learn
(we were pleased to learn) that...
We received your letter dated May 15th of this year. along with the documents attached to it.
We are pleased with the quick response to our request.
Thank you for the letter from... or No. ...In response we inform you...
We confirm receipt of your letter from...with all attachments
We hereby confirm that we have received your letter dated March 14th of this year and inform you that...
We are extremely surprised by your letter from... in which you report...
We were surprised to learn from your telegram (telex) that...
In addition to our letter of February 12 this year. We inform you that...
Allow me to write to you...
We have to remind you...
We hereby remind (inform) once again...-
We regret (express regret) about your refusal (silence).
Unfortunately, we still have not received your response to our letter from... and we are forced to remind (ask) you again.
In connection with your letter from... we inform you that, to our regret...
In response (answering, referring) to your letter, we inform you that...
In confirmation of our telegram from...we inform you that...
In confirmation of our telephone conversation that took place on June 5 this year, we inform you that...
We take note of your letter from. and report.
We are forced to notify you that.
We inform you that...
We would like to inform you...
Please be informed...
At your request, we will send you...
We apologize for the delay in responding to your letter from...
Please accept our apologies for.
We thank you (we are grateful to you, we express our gratitude) for the service provided (help, support).
The content of the letter depends on the problems and tasks that have to be solved through correspondence. It should not be lengthy in a business letter. Often the content is limited to one or a few sentences expressing a request, agreement or refusal.
Examples of phrases that can form the basis of short letters:
We kindly ask you to inform us about the delivery time...
Please speed up shipping...
Please let us know about.
Please let us know about your decision on the issue... We are asking you to send... We need additional information about...
Please let us know if our offer is acceptable to you. Please confirm acceptance of our order for execution. Your request for...has been granted.
In response to your letter from... we inform you that your request for delivery... has been resolved positively.
We hereby inform you that your request (order, offer) has been accepted by us. In response to your demands... we inform you that we have taken the following measures... In response to your request (order), we regret to inform you (we must, we are forced to inform you) that we cannot (we do not have the opportunity) to fulfill it (it). Unfortunately, we are forced to decline your offer. Unfortunately, your request cannot be granted for the following reasons...
Your request (proposal) is under consideration. Upon receipt of the results of the review, we will inform you immediately.
Your proposal will be accepted with pleasure (gratitude) if you agree to make the following changes to it...
Your order will be fulfilled subject to (for example, if you agree to a later delivery date for the goods you need. The shipment date is acceptable to us.) .
When writing the main text of a letter, the following phrases are used:
In connection (in accordance with) your request... In connection with the above... At the same time... Firstly... secondly... etc. First of all...
In addition... moreover.besides that... Nevertheless... despite... Next we are forced... It goes without saying...
We consider it necessary (important, necessary, appropriate).
In accordance with your request (attached documents).
We are absolutely sure.
We express our confidence...
This concerns your request (suggestion)...
The fact is that.
Otherwise we are forced. In the current situation... In our opinion...
We do not agree with your point of view for the following reasons... In case of your refusal (non-payment). Next you write. Besides.
In addition to the above (above, noted above), we inform you...
It is necessary (necessary, necessary, must, want, consider necessary) to be added (marked, noticed).
In view of the above (stated above), it follows (we want, we must, we need).
Summing up (concluding, summing up, summarizing). Thus (in conclusion). To avoid delay... It is necessary (must, should) admit that... We are having difficulty with. Actually...
Regarding your request (comment), we draw attention to the fact that
What...
We express regret (doubt, bewilderment, satisfaction). We regret...
In our defense, we would like to inform you... In response to your reproach, we would like to inform you. We admit... We would also buy from you...
Deliveries will be made (carried out).
We confirm receipt...
Draw your attention to...
You undoubtedly (obviously) know.
At the end of a business letter there are requests to write or inform, as well as wishes, hopes for further cooperation, receiving orders, etc. There may also be apologies and thanks here.
The letter ends with a politeness formula indicating the position, surname and initials of the person signing the letter, and in some cases a seal is affixed.
As in other structural elements of a business letter, stable expressions are used at the end, for example:
Please indicate your consent. Sincerely. Please write about your decision. Sincerely.
We ask you to confirm receipt of your order and give it due attention. Sincerely...
We hope for a quick response. Sincerely.
We kindly ask you not to delay your response. Yours sincerely. Please let us know. Sincerely. We ask you to inform us about the measures you have taken. Sincerely. We expect your response in the coming days. Sincerely. We would appreciate your prompt response. Sincerely. We hope to receive a response in the near future and thank you in advance. Sincerely...
Hoping for a favorable response. Sincerely. We hope that you will fulfill our request. Sincerely. We are waiting for your orders (approval, consent, confirmation). Sincerely. With respect and hope for further cooperation... Thank you in advance for the service provided. Sincerely... In the hope of a positive solution to the issue. Yours sincerely. Please contact us if you need help (assistance). Sincerely...
Hoping for fruitful cooperation. Sincerely. Upon receipt of the letter, we ask you to confirm in writing (telegraph, fax.). Sincerely. We assure you that... Best regards.
If documentation, drawings, etc. are attached to the letter, then the presence of an attachment is indicated at the end, for example:
"Attachment: from No...."
According to official etiquette, the response letter is signed by an employee of equal (or higher) position. So, if the initiative letter was signed by the director (president, chairman), then the response to it is also signed by the same director, or, in extreme cases, his deputy.
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3.11. 5.