An example of a business letter. Addressee - official

Recently, e-mail has taken up an increasing place in business correspondence. Its advantages are obvious: efficiency, availability and ease of use. It should be remembered, however, that e-mail has its own nuances.

Receiving letters

1. check your mail at least 2 times a day - in the morning and in the afternoon. Otherwise, you can stop the work of other people and delay the resolution of issues;
2. if you received a letter, it means that someone sent it and for some reason did it. Therefore, the letters received must be read. Of course, spam is not covered here;
3. if you are a manager, your working day should start with the launch of the mail client, which does not unload all day and automatically checks your mail. Set up automatic delivery / receipt of mail at least every 10 (and preferably 2 - 3) minutes;
4. if you are very busy and you received a letter, evaluate who it is from, the topic and skim it through your eyes - this will help you quickly understand whether the letter requires an urgent response or can wait a little;
5. the simplest and effective method move business and not collect mail heaps - immediately respond to letters. Therefore, if you are not engaged in a conversation or other activity that cannot be interrupted, respond to the letter immediately.

To, Cc, Bcc fields

Please be aware to remember and use the To, Cc, and Bcc fields correctly. Your actions to receive the letter or the actions of the recipient depend on this.

1. "To whom". If you are sending a question, you are waiting for an answer from the addressee specified in the "To" field. If you are the recipient, you must answer. That is, the letter and the information or questions it contains are addressed directly to the recipient specified in this field.
2. "Copy". Recipients in this field receive a letter of information or are “invited to witness”. The recipient in copies should not generally reply to the letter. Moreover, it is considered polite to start with the phrase "sorry to interfere" when there is such a need.
3. "Hidden copy". The main recipient or those in the copies will not know about the fact of sending a letter to the person indicated in the "Bcc" field. Also, this field is used for mass mailing so that all recipients do not know your address book.

When answering, do not forget about the "Reply to all" button - this will save the recipients of the initial letter in copies and your reply will not pass them by. You can always remove unwanted recipients or add others.

If there are more than two addressees in the “To” field in a received letter, this means that both of these correspondents or any of them must answer. Decide who should answer. However, be careful when sending letters containing more than two addressees in the "To" field: for a letter sent to everyone, you risk not receiving a response from anyone.

Subject field

Do not leave this field blank. The people you correspond with may receive hundreds of emails a day and use this field to quickly assess the importance of the email content.

The subject line should briefly reflect the subject line. Headings like "Question", "Hello!" or empty headings give you either a newbie, or a lack of basic business correspondence skills.

"The importance of writing"

If the letter contains information about urgent changes, the text of any agreement, or other information that you need to pay attention to in the first place, use the importance "high", this will highlight the letter in the "Inbox" folder.

• Don't use "high" importance in vain!
• Mark a personal letter to a business correspondent or a letter with a funny and not businesslike picture or link with the importance of "low".

Writing a response

1. Start with a greeting, that's polite.
2. Talk to the person in the same language. This not only concerns the Russian / English language, but also the form of the text. An informal response to a formal letter is disrespect for the respondent and demonstration of one's own low culture.
3. Do not use transliteration, except when sending letters from mobile devices. If your email client does not support the Russian language or spoils the encodings, attach the response text in the application.
4. A business letter should be precise, specific, and concise.
   • Accuracy- include the exact details you are referring to (for example, the date of the meeting, the item on the agenda of the meeting, the date and subject of another letter, or the name of the file).
   • Concreteness- it must be clear from the letter WHAT EXACTLY is required from the recipient.
   • Laconicism. The one who thinks clearly expresses it clearly, and your addressee sees it. Therefore, it is not worth setting out on three pages what could be written in three sentences. Laconic business text- this is not dryness, but time saving and precision of thought.
5. If your email contains multiple questions, topics, or tasks, structure and separate them. The continuous "stream of soap" is difficult to read and you can skip, in fact, the main question of the letter.
6. Respond to the requests in the letter as accurately as possible. The answer to a request or task "Let's do it!" incomplete. “We will do it by such and such a date”, “after so many days”, “after such and such an event” - this is a more definite and accurate answer.
7. The text must be free of errors! Typos are not terrible, but if you spell the words incorrectly in every letter, it becomes noticeable very quickly and leaves a negative imprint on your image of a business partner.
8. Never send a letter without reading what you have written! Read your answer and make sure everything is concise, precise, clear, specific, and free of grammatical errors. Check if all the required recipients are listed, if they are correctly placed in the "To" and "Cc" fields. Check for grammatical errors.
9. Quote the text of the original letter.
10. With full quotation (if your answer to the entire letter as a whole), write the text of the answer at the BEGINNING of the letter, and not at the end!
11. If your answers are point by point, separate the quote with blank lines above and below.

Attachments

1. Do not attach EXE, PIF, BAT, COM, CMD, SCR files to letters - many mail clients or servers tightly block such attachments, and the addressee will never read them. Pack them in an archive (zip, rar) as in a shell and put them in this form.
2. It is considered normal to send attachments up to 2-3 megabytes without warning. If you want to send a larger attachment, check with the correspondent whether such a file will pass through his server or whether it will fit into a mailbox.
3. Refrain from attachments of dubious content: firstly, your correspondent may not share your tastes, and secondly, you can cause trouble for a person working in an organization where mail forwarding is used.

Electronic signature

1. Its presence is helpful (your contact information is available) and it is a good tone to demonstrate your professionalism.
2. The signature should not exceed 5-6 lines. It should include at least your first and last name. In addition, it is advisable to indicate your phone number, e-mail address, name and physical address of the company, as well as the address of its website.
3. Have two options for electronic signature: for initiative (own) letters with full signature

A business letter should have a clear structure, the advantages of which:

• saving your time and the addressee's time;
• guarantee of reading the letter by the addressee and correct understanding of its essence;
• receiving an intelligible, clear answer.

Business letter structure

Appeal

It is located in the "header" of the letter and contains the position and name of the addressee. For official business correspondence, the reference "Dear" is considered standard, which is written with a capital letter and in the center of the sheet. And then there are a lot of options depending on what they write and to whom. So, in Russia it is customary to apply by name and patronymic, in companies with Western corporate culture - just by name. If you know your partner personally, you can contact this way: "Dear Andrey Petrovich", if you do not know - "Dear Mr. Smirnov". By the way, when referring to a person, the word “master” cannot be abbreviated to “Mr.”. And in no case should you write "Dear Mr. AP Smirnov." Either "Andrey Petrovich" or "Mr. Smirnov".

If you are not writing to royalty, representatives of religious denominations, presidents and parliamentarians of various countries, consider yourself lucky. For them, there are official formulas of appeal, and for each rank there are special ones. Before sending such a letter, carefully check whether the selected appeal matches the addressee's status. It is much easier to remember how to write to servicemen: "Dear comrade colonel", even if this colonel is a woman. But the address "Ladies and Gentlemen" is secular, and it is better to use it, say, for an invitation to the opening of a fashion salon. If you invite to a business presentation - for example, new drilling rigs - then, according to the established practice, the general appeal "Dear Sirs" is used. In this case, it doesn't matter that women also work in this organization.

Example:

to CEO
LLC "Concord"
Dobrovolsky P.I.

Dear Pavel Ilyich!
or
Dear Mr. Dobrovolsky!

Preamble

Compiles the first paragraph of the letter, which sets out its purpose, the reason that prompted you to write it. After reading the preamble, the addressee should understand the essence of the letter. Example: I am writing to you in order to express my dissatisfaction with the quality of raw materials for the production of furniture that your company supplies to us, and I look forward to your actions aimed at a speedy change in the situation for the better and compensation for the losses caused to us.

Example: During the last month, starting from June 2 of the current year, 10-15% of each batch of your raw materials is waste. These facts were duly documented by the specialists of our company. Copies of documents are attached to this letter. Losses of our company in connection with the receipt of defective raw materials amount to about 1 million rubles. We have been cooperating with LLC "Concord" for five years now, and so far we have had no reason to complain. In this situation, we insist on full compensation for our losses. If necessary, we are ready to conduct a joint examination of rejected raw materials.

Conclusion

It is necessary for a short summary of all written and logical completion of the letter.

Example: I am sure that you will understand this situation, and in the near future our cooperation will return to its usual course.

Signature

The letter ends with the signature (position + full name) of the addressee, which is preceded by the standard polite form "Sincerely." There are also possible options: "Sincerely yours", "With hope for productive cooperation", "With gratitude for cooperation", etc. When signing a letter, it is important to take into account the rank of the addressee and the addressee. The letter addressed to the CEO must also be signed by the CEO, or at least his deputy. In this case, the signature must correspond to its decoding: the situation when the deputy director puts a slash next to the director's surname and signs with his own name is unacceptable.

Example: Best regards, General Director furniture factory"Zarya" Kiselev A.D.

P.S

Postscript (P.S.) - a postscript at the end of a letter after the signature - is rarely used in business correspondence. It serves to inform the addressee about an important event that happened after the letter was written, or to convey to him information that is indirectly related to the subject of the letter.

Example 1: P.S. I would like to inform you that the percentage of rejects in a batch of raw materials received 3 hours ago has increased to 17%!

Example 2: P.S. The head of our department for receiving raw materials will meet with your specialists at your enterprise tomorrow at 14:00.

Applications

Attachments are an optional addition to the main text of the letter and therefore are drawn up on separate sheets - each attachment on its own sheet. There are no rules for their writing.

Standard business correspondence phrases

Notices

• Please be advised that the delay in shipment ... was due to ...
• We inform you that the management of the plant has made a decision ...
• We inform you that your proposal has been accepted.
• We announce that we ...
• We would like to inform you that ...
• We would like to inform you that, unfortunately, we cannot ...

Models of expressions that explain motives (Most common phrases at the beginning of a standard business letter)

According to the protocol ...
• In order to strengthen the protection of property ...
• In response to your request ...
• In support of our telephone conversation ...
• In support of our agreement ...
• In order to provide technical assistance ...
• Due to the difficult situation ...
• In connection with the joint work ...
• According to the customer's letter ...

If the author is a legal entity, then the actions are transferred:

1. From a third person singular, For example:
   • The Zarya plant does not mind ...
   • The Russian-British joint venture "Soyuz K" offers ...
   • Cooperative "Naiv" guarantees ...
2. In the third person plural, for example: The management and the trade union committee of the Zarya plant are convincingly asking ...
3. First person plural:
   • Please ...
   • Confirming ...
   • We inform ...

If the author is a natural person, then the actions are transferred:

1. First person singular, for example:
   • For your information…
   • I beg…
   • I am informing you ...
2. First person plural, for example:
   • We approve ...
   • We have received your telegram ...
   • Congratulations ...
   • We support ...

Request

• We ask you to check the progress of work ...
• Please take action…
• Please provide performance data ...

Sending documents or material valuables

• We are sending machine assembly drawings ...
• We send the documents you are interested in by registered parcel post ...
• We send the contract signed by our side ...

Confirmation

• We gratefully acknowledge receipt of your order and proceed with its implementation ...
• We confirm receipt of specifications for ...
• Zarya plant confirms the terms of equipment delivery ...

Sentence

• We can offer you …
• We offer you to purchase ...
• We can recommend you ...

Invitation

• We invite you to take part in the discussion of the project ...
• Please take part in the discussion of the problem ...
• We invite a representative of your company to visit ...

Refusal and rejection of the proposal (project)

• The project of the title list for construction projects sent by you for the amount of ... cannot be approved by us for the following reasons.
• Your proposal (project) was 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 is ...
• We remind you that the deadline for the submission of the manuscript expires ...

Guarantees

• We guarantee payment.
• We guarantee the deadlines.
• We guarantee the quality of products.

Interpreting your own position

• Our requests for this issue did not lead to positive results.
• We have no objections to the design.
• We cannot deliver the goods to you ... for the following reasons: ...

Interpreting the other party's actions

• Such a delay could lead to ...
• It is completely inexplicable why your plant is delaying the dispatch of molds ...
• The promises you made are not being 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 reply.
• We ask you to excuse us for the delay in responding (for a mistake).

Business Correspondence Ethics

Business correspondence Like any other form of human interaction, it is based on a set of ethical rules and norms, the main of which is "CORRECTNESS AND RESPECT FOR THE PARTNER." Even if the purpose of the letter is to make a complaint, its text should not contain harsh words and incorrect expressions that may offend your counterparty. By taking care of maintaining the dignity of your addressee, you thus preserve your own.

• start the message with a statement of refusal. The first step is to outline the motivation. the decision and make it clear that under certain circumstances it is possible to return to the consideration of the issue;
• impose on the addressee the expected outcome of the question, for example: "I ask you to study and resolve the issue positively" or "I ask you to approve this candidacy"
• encourage the addressee to haste when making a decision with the words "urgent", "immediately", "in a shorter time". It is better to use the etiquette formulas "I ask you to answer before such and such a date", "I earnestly ask you to immediately inform about your decision"
• hint to the addressee of his imaginary inattention, incompetence, entering into the text of the letter a formulation such as "I propose to carefully study ...".

For the recipient of business letters mandatory requirements, in terms of ethical standards, are:

• refusal from the response form, in which a request letter or a proposal letter is returned to the author with the response information posted on them;
• prompt and clear response from the sending organization. A delay or no response can be seen as unwillingness to cooperate.

Following the ethical standards of business correspondence listed above will not require you to perform a feat and will eventually become unobtrusive and habitual. Moreover, it will provide you with a reputation as a tactful person and even teach you how to turn opponents into allies.

General rules for composing business letters

In addition to structure, another important part of a good business letter is its neat design.

Information mail

Information mail- this is a service letter informing the addressee of information of an official nature.

The length of a newsletter ranges from one paragraph to several pages.

As a rule, newsletters are signed by the head of the organization, and in the case of mass mailing (for example, to all customers of the company) they may not contain a manual signature at all.

An inquiry- a service letter sent to obtain any official information or documents.

In general, request letters are composed in the same way as request letters. Letters of inquiry are usually signed by the head of the organization or an officially authorized official.

The text of the request letter must contain the justification for the need to provide materials or information and the actual statement of the request.

A request letter requires a response letter.

Reply letter

A response letter is a service letter that is drawn up as a response to a letter of inquiry or letter of request.

The answer can be negative (letter of refusal) or positive.

In the text of the response letter, the same language phrases and vocabulary should be used that the author used in the initiative letter, provided that the letter of request was composed linguistically correctly.

You should not include in the text of the response letter a link to the received letter ("To your letter from _______ No.__ ...").

Information about the initiative letter is included in the registration number of the letter-response. It is advisable to start the letter-refusal with the justification of the refusal: "In connection with ...", since a negative answer must be justified, you cannot simply refuse the request without explanation.

Confirmation letter

A confirmation letter is a service letter in which the addressee confirms previously reached agreements, intentions, receipt of information, documents or other materials, etc.

The key linguistic formula of this type of letters is: "We confirm (receipt of documents, preliminary agreement, consent to ...)".

When confirming a preliminary agreement in the text of the letter, it is necessary to briefly state its essence.

If the receipt of documents is confirmed, you should name them, etc. A confirmation letter may end with a request, a wish, a proposal.

Letter of claim

A complaint letter is a proactive business letter, the purpose of which is to express a complaint or dissatisfaction with the addressee.

In the conclusion, specific wishes or suggestions for correcting the situation should be expressed.

Letter of guarantee

Letters of guarantee are intended to provide the addressee with written guarantees in order to confirm certain promises or conditions, intentions or actions of the author (sending organization), one way or another affecting the interests of the addressee.

Letters of guarantee are addressed to an organization or individual. The word "guarantee" may not be mentioned at all in the text of the letter; nevertheless, the letter will remain a document containing the guarantee.

Payment for the work performed, the timing of its completion, the quality of work, the quality of the goods, the timing of its delivery, payment for the products received, etc. can be guaranteed. These aspects can make up the content of a whole letter or be included in the text of the letter as its component.

The letters of guarantee are of an emphatically legal nature, corresponding in status to documents of a contractual nature. Most often, letters of guarantee are issued to confirm payment.

In this case, it is obligatory to indicate the number of the contract and the invoice according to which the payment should be made.

Letters of guarantee are distinguished by clarity, accuracy and unambiguity of wording - since we are talking about providing the addressee with guarantees on behalf of and on behalf of an organization or official. It must indicate the type of operation to be performed.

Such letters can begin with a statement of the essence of the guarantees provided to the addressee, for example: "With this letter I guarantee ...".

In other cases, a letter of guarantee may contain a statement of the reasons that caused the author's intention to declare his readiness to provide the addressee with certain guarantees. In this case, the corresponding statement is formulated in the final sentence, for example: “We guarantee payment” or “I guarantee timely and full payment”.

A feature of this type of letters is the presence, along with the signature of the author (for example, the director of an organization), the signature of an official who is directly in charge of financial or other issues. If a letter of guarantee is sent as an obligation to pay for a purchase, a service provided, etc., then it must indicate the bank details of the paying organization.

The key phrase of the letter of guarantee may include words and expressions:

• We guarantee ...
• We guarantee that ...
• Firm "Partner" guarantees ...
• Please send to our address by cash on delivery (type of guarantee) ...
• We guarantee payment ...
• We hereby guarantee ...

Summary

A resume is a type of business letter aimed at the most complete and beneficial presentation of a specialist to an employer.

When writing a resume, you should clearly follow a number of rules:

1. Introduce yourself
2. Education
3. experience
4. Do I need to indicate the desired level of remuneration?
5. Do I need to provide additional information about myself?
6. Do you need personal details?
7. Adapt your resume to the employer's requirements
8. Attitude towards business trips
9. Availability of recommendations
10. Transmittal letter

There is not and cannot be a single resume for all occasions, which could be sent to all firms without changes.

Each time, you should first think about what qualities will be appreciated for new job and modify the resume in accordance with them. The information provided in the resume must be reliable. Don't leave blank spots on your resume.

And most importantly, the resume should be short: no more than one - one and a half pages. Your ability to articulate, to summarize is an indicator of a high level of general culture.

The presence of a photo on the resume is encouraged.

1. Confirmation of the fact and terms of work in the organization, brief information on the positions held and duties performed (for a letter of recommendation from a private person, this paragraph indicates for what period of time and in what capacity the author of the letter knows the recommended one). The list of responsibilities should show the qualifications of the person being recommended. If the recommended one held various positions, then data on the positions held and the duties performed are indicated for each time interval. Example: Vladimir Aleksandrovich Sidorov worked in the "Vector" company from March 12, 1998 to March 16, 2002, including from March 12, 1998 to March 16, 2002 - as a manager of the trade and purchasing department, from March 17 to November 25, 2002 - as a senior manager of the same department. His responsibilities as a manager consisted of organizing the supply of components, as a senior manager - in organizing interaction between firms-suppliers of components and production.
2. Brief description of professional, business and personality traits recommended and achieved success during his work in the organization. You should abandon such general words as reliable, competent, conscientious, etc., and focus on specific facts that characterize the person recommended in terms of his professional qualities, ability to cope with the performance of certain tasks. Here you can focus on categories such as level knowledge and hard work in the performance of basic duties, the ability to cope with non-standard tasks, ingenuity, initiative, learning, the ability to adapt in various situations, emotional stability, leadership qualities. Here you can give an approximate comparison of the work recommended with the work of his colleagues, indicate the most significant achievements , projects developed and carried out by him personally. Example: I independently mastered the software, independently and successfully conducted business negotiations, effectively supervised subordinates, etc.
3. Reasons for changing the place of work (leaving the organization, moving to another place). This can be a change in the profile of the organization, the closure of a unit, personnel changes in the organization, a change of residence, etc.
4. Conclusions. Brief and specific assessment of the competence, business qualities of the person recommended, his creative potential and career opportunities. Recommendations for the occupation of a specific position or positions (in some cases, it is advisable to indicate the degree to which you recommend a person for the desired position: unconditionally, strongly, with some reservations, you do not recommend). Example: Sidorov Vladimir Alexandrovich is fluent in technology ... (has extensive experience with server software... or ... can independently work with corporate clients ... etc.). I believe that Mr. Sidorov can effectively fulfill the duties of the head of a division, working in the positions of head of a department, deputy head of the computing department of a middle-level enterprise.
5. Contact details of the person signing the letter. This point is especially relevant for letters of recommendation written by individuals, since it is possible that a new employer, after reading a letter of recommendation, wants to clarify some details.

Press release

A press release is an informational message for funds mass media, whose task is to draw attention to a certain event (happened or upcoming) in order to maximize coverage of this event in the media.

Press releases are compiled and sent by the press services of companies and organizations and have certain rules for writing:

• the heading of the document must contain the word "Press release" and the date of its distribution;
• the title of the press release should reflect its topic as clearly as possible, the message of the information message;
• in more detail the essence of the title of the press release can be disclosed in the subheading (however, its presence is optional);
• the first paragraph of the press release must contain the following information: what, where and when happened (will happen);
• the volume of the press release should not exceed one and a half pages of typewritten text. In this case, it is advisable to limit yourself to one page, including the signature and headers and footers of the organization's letterhead;
• the press release may include quotes from news makers - responsible speakers of the organization;
• the press release is drawn up on the letterhead of the organization;
• the signature to the press release must contain the full name of the contact person who can provide additional information on the topic of the press release, and his contact details: telephone (preferably mobile), e-mail, ICQ number.

Congratulation letter

The "Congratulations" format belongs to the category of personal business correspondence.

It is drawn up on a congratulatory letterhead or postcard, and when it is drawn up, it can and should prevail creativity... This applies both to the text of the letter and to its design.

Congratulations can be personal (happy birthday) or massive (for example, Happy New Year).

In the first case, the address to the addressee must be personal - by name and patronymic; in the second case, it can be general, for example, "Dear friends!".

Moreover, in both cases, the sender must personally sign the congratulation (when sending mass congratulations, facsimile is used).

Personal congratulations

Mass congratulations

Invitation letter

The "Invitation" format belongs to the category of personal business correspondence.

It is drawn up on an official letterhead or postcard and has as its purpose to notify the addressee of a certain festive event that he is invited to attend.

The invitation must necessarily contain information about the place and time of the event, as well as its name.

The invitation must indicate the acceptable dress code (for example, black and tie), as well as the number of persons to which this invitation applies.

As a rule, the invitation is of a personal nature, but during mass events it can be impersonal.

Personal invitation

Bulk invite

Letter of gratitude

The "Gratitude" format belongs to the category of personal business correspondence and is aimed at expressing gratitude to the addressee.

As a rule, gratitude is drawn up on the official letterhead of the organization, but it can be issued as a postcard.

The text of the letter of thanks is written in a laconic, friendly-official style with reference to the event that prompted the sender to express his gratitude to the addressee. If desired, other merits of the addressee can also be listed. The gratitude is certified by the personal signature of the sender and, in some cases, by the seal of the organization.

Example: Message from the Prime Minister of Great Britain to the Chairman of the Council of People's Commissars of the USSR (April 25, 1942) “I am very grateful to you for your message of April 23rd. We will certainly welcome the visit of Mr. Molotov, with which I am sure we will be able to do a lot of useful work. I am very glad that you find it possible to allow this visit, which I am sure will be very valuable. "

Letter of condolence

The "Condolences" format belongs to the category of personal business correspondence and is aimed at expressing empathy and support to the addressee about some other sad event or loss.

When writing a condolence, it is very important to choose the right sincere words that can really support the addressee in his grief.

At the same time, it is important to express your feelings and feelings about what happened.

Condolences are drawn up in a restrained, correct style on an official letterhead or a special postcard and certified by the sender's personal signature.

Business letter- a document used for communication, transmission of information at a distance between two correspondents, who can be both legal entities and individuals.

A manager or a management specialist by the nature of his work needs to write a lot of business letters.

Business letters include characteristics, resumes, letters of recommendation, letters of reminder and gratitude, letters - invitations to an interview or presentation, letters of refusal, statements of claim, complaints, etc.

How to write a business letter correctly

• business letter paper should be good quality absolutely clean, neatly trimmed;
• it is desirable that the business letter form be with the logo of the organization, its full name, postal and telegraphic address, telephone, fax, e-mail address and bank details;
• service business letters are printed on front side sheet, without blots; all pages except the first are numbered in Arabic numerals;
• the width of the margin on the left side of the sheet must be at least 2 cm, the paragraph begins with a red line with an indentation of five intervals from the left edge of the line; the text is printed at one and a half to two intervals; it is advisable to avoid hyphenation of words;
• in the upper right corner of the business letter under the address of the sending organization, the date is put, preferably in full (for example, January 2, 2007);
• the name of the organization or the surname and address of the person to whom the business letter is sent is affixed on the left side of the sheet;
• below, from the edge of the line or in the center of the sheet, a polite address is written; for example, "Dear Ivan Ivanovich"; a comma is required after the address, but an exclamation mark is often put in order to start the next phrase with a red line and with a capital letter;
• the business letter ends with words of gratitude for cooperation and an expression of hopes for its continuation;
• the signature is placed on the right side of the sheet, after the final phrase of politeness, for example, "Sincerely ...", the surname of the signer is printed under his handwritten signature;
• resolutions on all types of incoming correspondence should be done in pencil or on separate sheets; a business letter is folded with the text inward, and the most important business letters are not folded, for which they are sent in large thick envelopes;
• a telegraph request should be answered within 3 days, a business letter - 10; if the request requires detailed consideration, then within 3 days you should report that the business letter has been taken into account and give a final answer within 30 days.

• accuracy and clarity of thinking - short words, short phrases, short paragraphs
• maximum accessibility of the text for understanding, the use of simple phrases that accurately and unambiguously express the essence
• literacy
• correctness

In recent decades, it has become an integral part in any area of ​​business. In addition to the execution of contracts, acts and annexes to them, document managers are engaged in drawing up different kinds appeals and letters. At the legislative level, the principles of their design and the general template, of course, are not defined. In such a situation, the question arises, "How can one correctly draw up this or that legally weak, but business document?" The answer to it is extremely simple and boils down to the preparation of such papers according to generally accepted standards in office work.

Today our resource decided to consider the principles of drawing up an official letter and the features of this document. Information on the summarized topic and the template of the paper itself can be found below.

Official or - this is one of the basic types of documents in the field of office work modern business... It is a universal method of transferring information, implemented to the maximum simple mode, but in compliance with all rules and regulations business relationship.

Naturally, the information presented in the official letters is not entertaining in nature. Such papers can be invitations, partly advertising, informational and others, but by no means entertaining.

There are many differences between an official letter and an ordinary one. The main one is purpose. If a business document always has the exact purpose of sending or transmitting to the addressee, then ordinary letters are often used for "communication for the sake of communication." In addition, business messages:

• are not anonymous - they always have information about the sender and the recipient
• written on behalf of a specific person or an organization, association represented by him
• (if the sender has a seal)
• are compiled according to generally accepted rules in office work
• may not be entertaining as previously mentioned

An optional, but also common difference between an official letter and a regular message is the compilation of the first one on letterhead. This approach gives the appeal highest level solidity and generally indicates its business status.

A few words about the details and the general content of the document

Official letters are drawn up by different reasons, as a result of which the content of those naturally differs. Regardless, the overall structure of business messages cannot be taken away. It is she who is defined in the field of office work as true, is not subject to dispute and forms the basic requirements for the relevant documents. Typical details of an official letter include:

• full name of the sending company or full name of a specific citizen
• information about, checkpoint, and OKUD (for organizations)
• address and all kinds of contacts of the sender
• similar information about the addressee
• directly the essence of the message
• date of its compilation
• and printing (for organizations)

Important! The type considered today business documents is one of the few that does not need to be named. The absence of the latter is by no means a mistake, but compliance with the basic rules of office work.

It is advisable to draw up the letter itself on letterhead, of course, if the sender is some company. For government agencies, such forms have an image of the coat of arms, for commercial organizations- their emblem.

1. Clear and understandable for the addressee.
2. Without the use of profanity, not to mention insults and foul language.
3. Neat, concise and competent.

In principle, document managers do not have any other requirements for official letters. Enough compliance with the noted norms, rules and the general content of the document.

You can download the template of an official letter to the organization below:

Types of official letters

An official letter is a rather extensive group of business papers. The most used of them include:

• reflecting the sender's desire to do something for the benefit of the addressee
• Letters of request
• Inquiries
• Event invitations
• Cooperation invitations
• Papers reminding the recipient of something
• Commercial offers
• Requirements
• Instructions
• Promotional and newsletters

By the name of each type of official letter, you can understand its general purpose and the purpose of sending a message. As practice shows, the transfer of various kinds of messages in the business environment is carried out for a variety of reasons and the above list of their types is far from final.

Features of the design and transmission of the message to the addressee

At the end of today's article, let's pay attention to the transmission of official letters to the Russian Federation. First of all, the main nuance of successful business relations should be noted - it is a competent approach to their conduct. In the case of the execution of the relevant documents, we are talking about them:

• neatness
• full compliance with the rules of office work
• purposefulness (an official letter sent to someone in the form of spam will significantly undermine the credibility of the sender)

In addition, it is advisable to approach the compilation of the message extremely responsibly. Its text should be literate, concise and understandable. The use of complex verbal constructions and terms is undesirable. The general tone of address should be kept within limits. Restraint is encouraged, but familiarity is never.

As for the transmission of business letters, the sender has no restrictions here. You can deliver a message to the addressee:

• on the Internet in electronic form
• via mail
• by courier or even in person

The transmission of official letters is a vast field. All senders will be able to choose a convenient message.

This concludes the most important provisions on the topic of this article. We hope that the information provided has helped all readers to understand the essence of official letters in the Russian Federation and the rules for their design.

Write your question in the form below

Do you have urgent questions to the organization that should be recorded? In this case, the spelling is irreplaceable written request... However, not everything is as simple as it seems. Writing a competent business letter is a whole science. And everyone does not hurt to learn or remember the basic skills of its compilation.

To begin with, let's decide in what way it is convenient for you to write a letter or a request to the organization. Most often, online messages are used using Internet resources. If you write a letter this way, then you cannot do without:

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

If you are using manual writing, you will also need a printer for printing.

The first step in writing a letter is the header. At the top of the page must be present:

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

The desirable points of the "header" can also include the coordinates of the enterprise - fax, telephone, e-mail address, OKPO, OGRN, INN / KPI. Depends on the topic of the appeal and the organization itself.

Then you need to introduce yourself. Institutional staff should understand who the letter is from and have feedback with you. Therefore, it is important to indicate not just your full name, but also your e-mail address, mobile phone, home address (for correspondence by mail). If you represent the interests of a company, you need to use a letterhead with its coordinates. When sending an email, be sure to use the Subject block so that employees can organize their documentation.

Prepare the body of the document itself - a heading and a body of content. Here important point is the purpose for which you are applying to the organization. There are the following types of appeals:

• Promotional letters;
• Letters of recommendation;
• Information letters;
• Cover letters;
• Thanksgiving letters;
• Congratulatory letters;
• Instructional letters;
• Letters of inquiry;
• Letters of request;
• Answer letters;
• Letters of notification;
• Letters of invitation.

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

Download on our portal:

An important element writing a letter to the organization - "do not pour water" and write to the point. State your thoughts in such a way that your letter will interest the employees of the company. To do this, according to the rules business etiquette use special "intriguing words". However, you should not overdo it, because we are talking about a document, and not about personal correspondence. Describe the situation concisely but readable. If we are talking about compliance with the law, be sure to make references to the laws of the Russian Federation. When describing conflict situation Suggestion of a number of measures to escalate the incident is welcomed.

When contacting a government agency, be guided by the law of the Russian Federation "On the Procedure for Considering Citizens' Appeals." Here are the rights and obligations individuals at their appeals and terms of consideration. The law also prescribes the procedure for collective appeals to state institutions or local governments. The final step in any business letter is the date and signature. At first glance, an insignificant, but very important detail. It is desirable to sign it by hand on the printed document. If you represent the interests of the company, use its emblem or facsimile stamp.

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

Over the past decades, business correspondence via e-mail has gained immense popularity and has become one of the main methods of business communication. Today it is difficult to find such a person who would not use e-mail in the practice of interpersonal communications. Despite this, many today are asking the question: so that all the rules are observed? How to form with the addressee with the help of a competent letter good impression about the sender?

This article describes the rules for business correspondence by e-mail, and the practical tips presented in the article will help you learn the correct business communication when composing emails.

Many people start their day by checking their mailbox for new messages. But, unfortunately, despite the prevalence of this method of exchange of information, many do not know how to correctly use the language of business correspondence, mistaking emails for an informal way of communication.

Due to the speed of delivery, it simplifies the exchange of important official documents, forms, statements, but even here people make mistakes when sending letters. It often happens that when composing an e-mail when exchanging any files, the addressees, for whatever reason, do not draw up accompanying sketches and do not enter the subject, which can complicate the work of the recipients. The purpose of this article is to answer the question: how to send an email and comply with all the rules of business written communication via email?

When composing emails, all the fields provided must be filled in

Business e-mail rules oblige the sender of the letter to fill in all the fields provided in the e-mail, such as the address and name of the recipient and the sender of the letter. A subject must be described that briefly describes the essence of the letter being sent. Very often the fate of the sent letter and the speed of resolving the problem stated in it depends on the correctly described topic. A business email should start with a greeting - this simple show of respect for the recipient is very important in correspondence. The greeting should be followed by the text, which is called the "body of the letter", and at the end the signature is left, for example, "Sincerely, Brisov Petr Ivanovich."

Greetings in business correspondence

It is worth further focusing on this point, since the gesture of respect is very important in any aspect of business communications. The optimal greeting phrase is "Good afternoon" or "Hello". Conducting business correspondence by e-mail limits the sender's use of the phrases "Good evening" or "Good morning", since the recipient may read the letter much later than it was received. It is also not correct to use common expressions used in greetings.

After the word or phrase of greeting, you should contact the recipient by name and patronymic, and if the name is unknown to the sender, you can skip this moment. Then you can move on to setting out the purpose of the letter.

Attached files in business email correspondence

If the main purpose of the letter is not only a written narration and presentation of the essence of the issue, but also sending a file, then it is better to attach the object to be sent first. It often happens that many senders, due to inattention, after setting out the essence of the issue in the body of the letter, forget to attach the necessary attachment. Such negligence can negatively affect the business reputation of the sender of the business letter.

The email address must be recognizable and concise

Business e-mail rules oblige the sender to have a recognizable email name, which must contain truthful information about the sender's name. Official letters and appeals look very incomprehensible and stupid when informal expressions or words are indicated in the e-mail address, for example, the e-mail address "limon_petya". It looks very undignified for an adult. For business correspondence, it is best to create a separate email and follow business email etiquette.

Using the quick Reply (Response) function to reply to previously received emails

The Reply or Response function (abbreviated as Re :) helps the user respond quickly to previously sent messages from the sender. This function also has the universal ability to read the previous correspondence with the interlocutor on a given topic. But the rules of business correspondence by e-mail oblige the sender to rename the subject of the business letter if the essence of the discussion is changed during the correspondence.

Before sending a business letter, proofread for spelling and punctuation errors

E-mail simplifies the exchange of information, but in business correspondence, you should not neglect the rules of the Russian language, since a carelessly made mistake can affect the credibility of the sender. Before sending a letter, you should review the text several times and carefully check it for offographic and punctuation errors. Many e-mail clients have a spell-check feature, so you should pay attention to the words underlined with a red line. If you have doubts about the correct spelling, then you should seek help on the Internet or check the spelling using a spelling dictionary.

The destination field should be completed last

To avoid sending unfinished or unedited letters, the address of the recipient of the business letter should be entered at the very last moment before sending. This rule is also part of the basics of business email correspondence. It happens that when filling out the addressee field, e-mail may offer a list of previously used recipients, here you should also focus your attention in order not to mistakenly send a compiled business letter to a third-party addressee.

Structuring a business letter

The rules for structuring text apply not only to paper media, but also to the rules for business correspondence by e-mail. It is not always convenient for the recipient to read large volumes of the text of letters on the monitor screen. To simplify this point, you should break the text into logically formed small paragraphs and avoid complicated sentences in writing the text of business letters. Optimal length one sentence in a business letter should be no more than fifteen words.

The essence of a business letter should be stated on the merits

In addition to the specified subject of the business letter, the recipient should also be interested in the clearly formulated first and second sentences of the main text. The task of the sender is to state at the beginning of the letter the essence of the problem or question on which he addresses the recipient. The first sentence should indicate the purpose for which the business letter is sent. Sample: "We inform you that the terms of the obligation under the contract No. 45 dated 02.01.2017" On the supply bulk materials Are coming to an end. To renew the contract, you must submit a repeated package of documents. " Thanks to the designated goal, the recipient has the opportunity to delve into the main idea of ​​the business letter. If the text of the letter is too large, then it is better to use the function of attaching an object as an attachment in the form of a text document, but at the same time with the field for the text you should leave an accompanying sketch that illuminates the business letter. Sample: “We are sending you an electronic copy of the letter from Mak-Stroy LLC for review. We ask you to inform us of your decision on the extension of contract No. 45 dated 02.01.2017 "On the supply of bulk materials" before the deadline specified in the letter. "

Every business email must be answered

There are negative examples of business correspondence when the recipient ignores the business letter for some reason. Sometimes there really may be cases when an answer cannot be given due to certain situations, for example, the time for solving the problem may take several days or the recipient is in thought and cannot immediately answer the question. In this case, a short commentary should be given on this matter, for example, “Hello, Petr Ivanovich. I received your letter, but today I find it difficult to answer, as I have to consult with the higher management. I will report your problem to CEO our company and will give an official answer by the end of the week. Respectfully yours, manager of the sales department Belov Ivan Gennadievich ".

It is worth remembering that if the answer was not given within three working days, then the fact of silence of the recipient of the business letter can be assessed as ignoring and refusal to communicate with the sender.

When composing response letters, you should answer all the questions posed

If the letter sent to the recipient is interrogative in nature, then when composing the letter, you should answer the questions in the order that is present in the received text of the business letter. If questions have been asked, the sender hopes to receive specific answers to them. When composing a letter, the answers should not be numbered, you just need to state the thought in order. In order to answer all the questions posed, first you need to re-read the received business letter several times, and if there are too many questions, it is better to write them out separately so as not to miss them. If it is impossible to give an answer to some of the questions posed, it is worth pointing out that at the moment, for some reason, the answer cannot be given.

Don't overuse abbreviations, emoji, and capital letters

There are negative examples of business correspondence, when senders dilute it using informal signs in the form of emoticons. Their use is popular when communicating on social networks, however, the rules of business correspondence do not welcome such manifestations of emotions, since the recipient may not know their true meaning and take them for a set of punctuation errors that he does not understand.

It is also worth refusing to write the text. capital letters... On the Internet, a set of words written in capital letters is called "flashy phrases" and more often such phrases carry a negative connotation. The recipient, when reading a business email, may regard such a font negatively, which will adversely affect the perception of meaning. If you need to emphasize the importance of a moment in a business letter, it is better to use introductory phrases, for example, "Please note that you need to provide a package of documents for extending the contract no later than 02/10/2017" or "Please note that the documents to renew the contract must be submitted before 10.02.2017. "

It is not necessary to transfer sensitive information via e-mail

For the transfer of personal or confidential information, it is better to refuse e-mail boxes, as there is a threat of information interception by cybercriminals for their own mercenary purposes. Such information may include: phone numbers, passwords from bank cards, personal bank accounts, etc. It is important to remember that information is stored on the mail agent's server and can be stolen in case of hacking.

At the end of the letter must be signed by the sender

As mentioned earlier, each letter sent must contain a specific signature. Often, mailbox developers introduce a signature block feature, in which you can enter your title, name and contact phone number. Subsequently, this block will be automatically displayed at the end of each letter, which will simplify the typing. It is important to draw up the signature correctly so that the recipient has the opportunity to correctly contact the sender when replying to the letter. An example of a signature might look like this: "Best regards, Nikolay Alexandrovich Petrov, +79810000000".

Drawing conclusions, it can be noted that in order to understand how to conduct business correspondence by e-mail, you do not need to master additional and complex basics. You just have to stick to elementary rules etiquette and comply with the norms of the Russian language.

STRUCTURE OF THE TEXT OF A BUSINESS LETTER

BASIC RULES FOR DRAFTING BUSINESS LETTERS

Business letters have certain rules for compilation and execution, they are subject to requirements due to their belonging to information and reference documents. When composing a letter, the author must think in detail for what purpose he is drawing up a letter, what he expects as a result of its consideration. He must clearly make it clear for himself that the addressee knows about the subject of the letter, what he can rely on as a starting point and what new information, not yet known to the addressee, for the sake of whose message the letter is being compiled. The nature of the argumentation and the composition of the text will depend on the target setting of the letter. The following stages of preparation and drafting of letters can be distinguished:

Examining the existing issue

Preparing and writing a draft letter text

Coordination of the draft letter

Signing by the head

registration

Dispatch

Let's take a look at these steps. The study of the essence of the issue involves: the collection of sufficient information on this issue, if necessary, the study of legislation on the merits of the issue, the analysis of previous applications on this issue and the responses received to them. Then they begin to compose the text of the letter.

Business letter text structure

Writing the text of the letter is a time consuming process. An important task when composing a letter is its information saturation, that is, the inclusion in it the required amount information. The letter can be single-aspect and multi-aspect. One aspect of the letter usually makes up the content of the entire letter, and most often it is letters that do not require a response. The text of multidimensional letters can consist of the following aspects: sections, paragraphs, subparagraphs, paragraphs. Each aspect should begin with a paragraph. Business correspondence tends to be composed primarily of multidimensional letters. The letter is usually drawn up according to the scheme: introduction, main part, conclusion. The introductory part contains: a link to the document, its individual paragraphs, which served as the basis for composing the letter; statement of fact, it indicates the purpose (reason) of composing the letter. When referring to a document, its data are indicated in the following sequence: name of the type of document, author, date, registration number document, title, for example: In accordance with the Government decree Russian Federation dated June 27, 2004 No. 620 "On Approval of the Model Regulation ..." The main part describes the description of the event, the current situation, their analysis and evidence. It is in this part that it is necessary to convince, to prove that in the meeting (conference, round table) it is necessary to participate that the products or services performed are the best, that the request must be fulfilled, etc. The conclusion of the letter is the conclusions in the form of requests, suggestions, opinions, refusals, reminders, etc. The letter can contain only one final part. The main questions of the letter must be clearly formulated and arranged in a sequence that is most optimal for perception. After compilation and writing, the service letter must be edited. A business letter almost always begins with an appeal. This small part of the text is extremely significant for communication purposes. A correctly chosen appeal not only attracts the attention of the addressee, but also sets the desired tone for the correspondence, contributes to the establishment and maintenance of business relations. The importance of the appeal is determined by the author of the letter, the appeal allows itself to provide a listener. Special attention deserves a punctuation mark following the appeal. The comma after the address gives the letter a mundane character, the exclamation mark emphasizes the importance and official style. The drafter should take into account the following factors:

1. The public position of the addressee in relation to his own;
2. The degree of acquaintance, the nature of the relationship;

3. Formality / informality of the communication situation;
4. Etiquette permissions valid in a given speech community.

When typing, the reference is centered:

Dear Mikhail Petrovich!

The text of the letter can end with the expression of expectation of the execution of the request (guarantee, presentation, invitation, reminder), as well as a courtesy formula, for example:
I express my gratitude for the assistance provided and I assure that the information provided by you will be of great importance in the development of mutually beneficial cooperation.
Taking this opportunity, I express my gratitude for the invitation ...
I express my hope for fruitful cooperation and active participation in solving problems, in the development and implementation of our further program actions.
The formula of politeness is placed in front of the "signature" property, printed from the paragraph and separated from the position by a comma. The name of the position is written with a capital or lowercase letter depending on how the position is spelled out in the constituent or regulatory documents of the organization. In the event that the letter is drawn up on the official's letterhead, then the name of the position is not indicated in the "signature" requisite.

In official correspondence, the official business style is applied.
Business style is a set of speech means, the function of which is to serve the sphere of official business relations.
The peculiarities of the business style, the specific features inherent in it, the style norms of this type of language have taken shape under the influence of the conditions in which business communication takes place. These conditions are as follows:
1. Participants in business communication - mostly legal entities- organizations, institutions, enterprises, represented by managers and other officials acting on behalf of;
2. The nature and content of informational relationships between organizations are rather strictly regulated;
3. The subject of business communication is the activities of the organization: management, production, economic,
scientific, technical, etc .;
4. Management documents in the overwhelming majority are focused on a specific recipient;
5. Most of the situations that arise in the activities of organizations and require writing, refer to repetitive, similar situations.
The considered conditions of business communication form certain requirements for management information. To ensure effective information exchange in the field of management, information must have certain properties.

She must be:
1. Official in nature, which emphasizes the business basis of relations, their impersonal nature, and also indicates a certain distance that exists between the participants in business communication;
2. Addressable, since a management document is always intended for a specific recipient, official, organization, group of organizations;
3. Relevant, since the document must contain exactly the information that is necessary at a given moment in time to make an effective management decision, or
other use in management activities;
4. Objective and reliable, since effective management activities require an impartial, impartial assessment of events, facts, phenomena;
5. Convincing, reasoned, since the task of business communication is to induce the addressee to do (or not to do)
certain actions;
6. Complete and sufficient for making management decisions. Lack of information may necessitate
additionally request information, generate correspondence,
lead to unnecessary waste of time and money.
The business style has a set of specific features that distinguish it from other styles of language - scientific, journalistic, colloquial, the language of fiction.
The main requirements for a business style are:

standardization of presentation;

neutral tone of presentation;

accuracy and definiteness of wording, unambiguity and uniformity of wording;

conciseness, brevity of the text;

use of language formulas;

use of terms;

the use of lexical and graphic abbreviations;

prevalence of passive constructions over real ones;

the use of phrases with a verbal noun;

the use of constructions with sequential subordination of words in the genitive and instrumental cases;

predominance of simple common sentences.

Standardization of business speech covers all levels of the language - vocabulary, morphology, and syntax. By now, business speech has accumulated huge number terms, turns, formulas. The use of ready-made structures allows you not to waste time looking for definitions that characterize standard situations. Standardization of business speech significantly increases the information content of documents, significantly facilitates their perception, which contributes to the optimization of document flow in general.
The neutral tone of the presentation is the norm of official business communication, which manifests itself in the most strict and restrained nature of the presentation. The neutrality of the tone of the presentation excludes the possibility of using expressively and emotionally colored linguistic means (colloquial lexicon and interjections) of figurative means and words used in a figurative sense in texts. The information contained in the text of the letter is official in nature. For this reason, the personal, subjective moment in the documents should be minimized. Words with a pronounced emotional connotation (words with diminutive-affectionate suffixes, with suffixes of exaggeration or diminution, interjections) are excluded from the language of documents.
However, an official document cannot be considered devoid of emotion at all.
The purpose of most documents is to interest the addressee, to convince him, to induce him to act in the direction necessary for the author. A management document will not achieve its goal if it is devoid of emotional connotation, but emotionality should be hidden and achieved not by language, but by content. It should be hidden behind an outwardly calm, neutral tone of presentation. The accuracy of the presentation assumes an unambiguous understanding of the content of the document.
The clarity and accuracy of the text is determined, first of all, by the correctness of the compositional structure of the text, the absence of logical errors, thoughtfulness and clarity of formulations - stable turns, the absence of figurative expressions.
The laconic presentation of the text is achieved by the economical use of linguistic means, excluding speech redundancy - words and expressions that carry additional meaning.
The requirement for conciseness, or brevity, of the text is directly related to the reduction in the volume of the text. The requirement for brevity makes it necessary to more clearly formulate the topic of the document, use linguistic means economically, exclude unnecessary words that do not carry the necessary information, unjustified repetitions and unnecessary details.
The letter must be convincing, regardless of who it is sent to, contain exact dates, indisputable facts and conclusions.
One of the features of business speech is the widespread use of linguistic formulas - stable (stereotyped) phrases used unchanged. The following expressions are used to motivate an action:

Please be advised that in the period from ... to ...;
- We inform you that as of ...;
- We send you an agreed ...;
- We ask you to consider ...,
- It has been established by verification that ....;
- Due to the lack of financial assistance ...;
- Due to the difficult economic situation ...;
- According to your letter ...;
- In the order of joint work ...;
- In accordance with the protocol ...;
- In support of our agreement ...;
- In order to strengthen responsibility ... etc.

Language formulas are the result of the unification of language tools used in repetitive situations. In addition to expressing the typical content, linguistic formulas often act as legal significant components of the text, without which the document does not have sufficient legal force:

We guarantee a loan repayment in the amount of ...,
- We guarantee payment. Our bank details ...,
- Implementation control is entrusted to ...

Term - a word or phrase to which a specific or special concept is attributed. A set of terms in a particular area of ​​knowledge or professional activity constitutes a terminology, or terminological system.
The use of terms in a strictly fixed meaning ensures unambiguous understanding of the text, which is very important in business communication.
The terms used in management documentation are industry terminology that reflects the content of the subject area to which the content of the document is devoted, as well as the terms that have developed in the field of documentation support.
The correctness and stability of the use of terms in practice is achieved by using terminological dictionaries and standards that establish a strictly unambiguous system of concepts and terms and contribute to the ordering of terminology. The terms used in the field of management documentation are fixed in GOST R 51141-98 “Office work and archival work. Terms and Definitions".

When using the term, it is necessary to ensure that it is understandable to the addressee. If the author of the letter has doubts about this, then it is necessary to act in one of the following ways:

Give an official definition of the term;

Decipher the meaning of the term with words of neutral vocabulary;

Remove the term or replace it with a common word or expression.

Difficulties in the use of terms are also associated with the fact that the term system is in constant change: the content is already changing existing concepts, new ones appear, some of the concepts become obsolete, and the terms denoting them go out of use.
When using ambiguous terms (synonymous terms), it should be borne in mind that in one document the term can be used only in one of its meanings. For example, the terms "contract", "contract", "agreement" are synonymous terms, but they differ in the practice of their application. Labor law refers to an employment contract (contract); in civil - two and multilateral transactions are called contracts; in foreign trade, the term "contract" is more commonly used; agreements in a number of other areas are fixed in agreements.

Another feature of business speech. Abbreviations are used in business speech. There are two main types of word abbreviation:
1. Lexical (abbreviations) - compound abbreviated words formed by removing part of their constituent letters from parts of words: CIS, LLC, Ministry of Emergency Situations, NPP, GOST, GUM, Roskomzem, chief accountant, chief, deputy, special forces.
2. Graphic - abbreviated notation of words used in writing: g-n, pt, zh-d, apt. m, etc.

Only officially accepted abbreviations, designations and terms should be used in letters. The names of institutions, organizations and positions, titles, units of measurement, geographical names and others must exactly correspond to the official names.

Another feature of business speech is the use of constructions with sequential subordination of words in the genitive or instrumental case:
- We offer you solutions (what?) Reconstruction of heating systems, ventilation and sanitary installations of residential buildings and office buildings.
- We fully share the need (for what?) To further discuss specific issues of possible cooperation.
- According to the list of the main activities for the preparation and celebration of the 60th anniversary of Victory in the Great Patriotic War, approved by the President of the Russian Federation (for what?) ...

According to the staffing table ...

Business speech is characterized by the use of phrases with verbal nouns. Very actively in business speech, instead of verbs, constructions from verbal nouns with the meaning of action: to provide assistance (rather than assist), provide assistance (not help), clean (and not clean), provide support (not support), make repairs (not repair).
Simplicity of presentation, the prevalence of simple common sentences are important for writing. A feature of the business style is the predominant use of simple common sentences, one-part (with one main member - subject or predicate) or two-part (with two main members - subject and predicate) with separate turns (participles, adverbials, separate definitions), introductory words and sentences, For example:
- In connection with the extremely low efficiency of the use of city property, contributed to the statutory fund of the joint venture "MIO", as well as the insufficient workload of the car fleet and its unprofitableness, we ask you to resolve the issue of transferring the share of the city to the financial and economic management of the City Hall.

It is advisable to prepare a letter on one issue. If you need to contact the organization at the same time on several dissimilar issues, then it is recommended to draw up separate letters for each of them.
In the text of one letter, requests or other questions can be expressed if they are transferred to one person for execution.
In addition to traditional linguistic formulas, foreign words and phrases are encountered in business correspondence. In practice, they play the role of linguistic formulas. Some of them are well known, some are less common. Keep in mind that using foreign words gives off insignificant old-fashionedness, but at the same time leaves a good impression on the partner who knows these words and allows you to confuse an outside reader.

Instructive;

Accompanying;

Warranty;

Informational;

Thankful;

Congratulatory;

There are also letters-requests, letters-requests, letters-notifications, letters-responses, letters-invitations, etc. Each type of letters has its own peculiarities in the preparation and design.

Letters of invitation

Letters of invitation with an offer to participate in seminars, meetings and other events are usually addressed to the head of the organization, a specific official, but can also be addressed to the entire team. The letters indicate the conditions for participation, the place and time of the events, and, if necessary, the uniform. The letter usually contains the requisite "attachment", which informs about the program of the event.

Guarantee letters

Letters of guarantee are drawn up for the purpose of confirming certain promises or conditions and are addressed to an organization or individual. Payment for the work performed, quality, delivery time of products, payment for goods, rent, etc. can be guaranteed. Such letters use standard expressions: “the company guarantees, we guarantee, please send us cash on delivery (type of guarantee), we guarantee payment, We guarantee the delivery time, we guarantee the quality of the products ... ".
The letter usually contains the payment details of the organization giving the payment guarantee.
It is advisable to agree on the text of the letter with the legal service. In addition to the signature of the head of the organization, the signature of the chief accountant can be issued. The signature is certified by a seal.

Letters of request

Exists great amount situations that give rise to the presentation of requests on behalf of enterprises, organizations, institutions. The text of this letter is usually built in the following form: in the main part of the content, a statement of the reason that prompted the request; a statement of the request itself; the final part expresses hope for the expected result. Requests are usually expressed by the words “please, please”;
Please help ...;
Please send to our address ...;
Please take part ...;
Please inform ...;
I ask you to liquidate the debt ...;
Please take action...

The main purpose of this letter is to convince, to prove the need to fulfill the request, therefore, the text of the letter contains convincing evidence, attached calculations, estimates and other supporting grounds, which are drawn up with the requisite "application".

Answer letters

The text of the response letter usually begins with a repetition of the request. Further, the results of consideration of the request are stated, the refusal is motivated (if this is a refusal letter) and the refusal itself is stated.
The nature of the information in a business letter usually implies an alternative to the expected information in the response letter, that is, in business correspondence, the principle of parallelism in the aspects of content, which is reflected in the language of the response correspondence, operates. It means:
1. The presence in the response letter of a link to the original letter and its subject;
2. The use of the same language means of expression (primarily terminology) in both letters;
3. Comparability of volumes of information and aspects of content in both letters;
4. Compliance with a certain sequence in the presentation of aspects of the content.

The texts of the response letters must correspond to the tasks fixed in the resolutions of the leaders.
The first and main rule - do not delay the answer, do not make your correspondent wait. If circumstances develop in such a way that you cannot give an answer within the prescribed time limit, inform the addressee about this, as well as the time frame in which you can give a final answer. Be sure to apologize for the delay, while indicating its objective reason.
The letter-response indicates the number and date of the document to which the answer is given. These data are not entered in the text of the letter, but in the prescribed place of the form or in front of the head of the document, which is not drawn up on the form.

Are used following forms denial statements:
- Your offer is rejected for the following reasons ...

The draft joint action agreement sent to you is rejected for the following reasons ...
- We are sorry, but our company cannot accept your offer ...

Thanksgiving letters

Recently, letters of gratitude have become widely used in business correspondence.
Letters of gratitude are the rules of good form for relationships between partners. In a partnership relationship, you need to be able not only to ask, but also to thank for the services rendered, for joint holding of any events, for sent congratulations, for organizing a reception, etc.

The letter can be drawn up on the letterhead or on the colored form) of the letter of thanks. In the event that the letter is drawn up on a letterhead, it is registered in the prescribed manner. A letter drawn up on the form of a letter of thanks is not subject to registration, the "signature" property can be stamped. Since the letter is personal in nature, it is not recommended to use the "executor" attribute in it. In the texts of letters, a typical form of presentation is used:
- I express my gratitude ...;
- Sincerely grateful ...;
- We note with gratitude ...;
- Thanks to...;
- Thank you for...

Cover letters

Covering letters are drawn up to inform the addressee about the direction of any documents. The text of the letter consists of two parts: a message about the sent material and clarifying information (attachments). Typically, the text of the cover letter is very short, fits on the A5 format and does not have an independent heading. Cover letters usually begin with the words:
- I am sending information ...; - We are pleased to offer (recommend) you ...;
- We are offering to you...;
- We are sure that you will be interested in high quality products ..;
- We inform you that ...;
- We inform you that ...;
- We hope for further cooperation ...