1. The letter is printed on white paper or light-colored paper in A4 (210 x 297 mm) or A5 (148 x 210 mm) format.
2. The sheet must have fields of at least:
20 mm - left;
10 mm - right;
20 mm - top;
20 mm - lower.
The date of the letter is the date it was signed. The date is written in Arabic numerals in the sequence: day of the month, month, year. The day of the month and month are written in two pairs of Arabic numerals separated by a dot; year - four Arabic numerals.
4. Outgoing number.
The registration (outgoing) number of the letter consists of its serial number, which can be supplemented at discretion with an index (for example, the initials of the head of the direction). The registration number of a letter compiled jointly by two or more departments consists of the registration numbers of the letter of each of these departments, separated by a slash.
6. Addressee
The recipient may be organizations, their structural divisions, officials or individuals. When addressing a letter to an official, the initials are indicated BEFORE the last name. The name of the organization and its structural unit is indicated in the nominative case.
For example:
LLC "Company "Name"
Planning department
The position of the person to whom the letter is addressed is indicated in the dative case, For example:
to CEO
LLC "Company "Name"
A.A. Ivanov
LLC "Company "Name"
Planning department
B.B. Petrov
The letter should not contain more than four addressees. The word “Copy” is not indicated before the second, third, fourth addressees. If the number of recipients is larger, a mailing list is created.
The “Addressee” attribute may include a postal address. Elements of the postal address are indicated in the sequence established by the rules for the provision of postal services.
When addressing a letter to an organization, indicate its name, then the postal address, For example:
LLC "Company "Name"
Yaroslavsky Ave., 12, Yaroslavl, 150001
When addressing a letter to an individual, indicate the recipient's surname and initials, then the postal address, For example:
Sidorov V.V.
st. Svobody, 5, apt. 12,
Yaroslavl, 150000
7. Text of the letter
The text of the letter is drawn up in the form of a table, coherent text, or a combination of these structures.
Columns and rows of the table must have headings expressed by a noun in the nominative case. Subheadings of columns and rows must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered and only the numbers of these columns must be printed on subsequent pages.
A connected text usually consists of two parts. The first part indicates the reasons, grounds, goals of writing the letter, the second (final) - decisions, conclusions, requests, proposals, recommendations. The text may contain one final part (for example, a request without explanation).
In the text of a letter prepared on the basis of documents of other organizations, their details are indicated: name of the document, name of the organization - the author of the document, date of the document, registration number of the document, title to the text.
The following forms of presentation are used in the letter:
First person plural ( “please send”, “send for consideration”);
First person singular ( “I consider it necessary”, “please highlight”);
Third person singular ( “society does not object”, “Name” LLC considers it possible”).
8. Application
A note indicating the presence of the attachment named in the text of the letter is issued in the following way:
Application: for 5 l. in 2 copies.
If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered, For example:
Appendix: 1. Lease agreement for 5 l. in 2 copies.
2. Transfer and acceptance certificate for 1 liter. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the letter, which also has an attachment, a note indicating the presence of the attachment is issued in the following way:
Appendix: letter of the Ministry of Internal Affairs of the Russian Federation dated 05.05.2007 N 02-6/172 and an appendix to it, only 3 pages.
If the application is not sent to all the addresses specified in the document, then a note indicating its availability is issued in the following way:
Application: for 3 l. in 5 copies. only to the first address.
9. Signature
The “Signature” detail includes: the title of the position of the person who signed the letter (full if the letter is not drawn up on a letterhead, and abbreviated for a letter drawn up on a letterhead) and a transcript of the signature (initials, surname), For example:
When a letter is signed by several officials, their signatures are placed one below the other in the sequence corresponding to the position held, For example:
When signing a document by several persons of equal positions, their signatures are placed at the same level, For example:
10. Print
The seal imprint certifies the authenticity of the signature of an official on documents certifying the rights of persons recording facts related to FINANCIAL funds, as well as on other documents PROVIDING certification of an authentic signature.
11. Performer
The mark about the executor includes the initials and surname of the executor of the document and his telephone number. A mark about the performer is placed on the front or back side of the last sheet of the document in the lower left corner, For example:
Letters have been written since time immemorial and continue to be written to this day. They serve as a tool for communication between people, helping to clearly convey the essence to the interlocutor, which was the reason for writing it. In this article we will look at several types of business correspondence and learn how to correctly compose business letters.
To correctly compose any business letter, you need to be able to clearly state its essence and correctly structure it. Business correspondence is conducted on company-approved letterhead with your own logo and address. In the upper right corner, fill out a header consisting of the position and name of the head of the recipient company. At the end of the header is written brief information about the sender. The next stage of writing a letter is writing an appeal. It may sound different depending on the degree of familiarity with the addressee. If you know him personally, then you can address him like this: “Dear Sergey Yuryevich!” If the addressee, the address may look like this: “Dear Mr. Ivanov!” It must be borne in mind that in these cases it is unacceptable to abbreviate the word Mr. or put initials instead of last name and first name.To convey the essence of the letter in a concise form is the task of the preamble. Most often it consists of one paragraph. After reading the preamble, the recipient should already have a brief understanding of the content of the letter. After it, the main text begins, containing several paragraphs. The text should succinctly express your thoughts about the situation. It is advisable that the main text does not exceed four paragraphs. The letter should end with a conclusion, which briefly summarizes the results of the letter, puts a date and a signature indicating the name and position of the sender. Depending on the reason for writing the appeal, sometimes it is appropriate to end it with the words: “Sincerely yours!”, “With hope for further cooperation,” etc.
One of the common types of business letters is a letter of guarantee. In its main text, the author guarantees the fulfillment of one or another promise, announces the end date for the fulfillment of guarantees and establishes the amount of the penalty that he will have to pay in case of violation of warranty obligations. Can be downloaded here. Letters of gratitude are also a type of business, but already from the category of personal. They can be issued on company letterhead orgreeting card
best qualities
Download here.
Since the situation in itself is quite difficult, writing a letter in such a situation is a very important issue, in which it is important for the author to be competent, polite, correct, and at the same time, able to firmly defend his business interests.
Help to successfully resolve the complexities of “difficult” letters:
- Competent attitude in interaction: a firm but correct attitude towards partnership
- Choosing the appropriate writing style (formal business or confidential business
- Competent and logical handling of facts
Samples of business letters.
(attitude – partnership, style – official business, convincing handling of facts)
Dear Colleagues!
In order to take measures to ensure the quality and reliability of the KIP-12 device under operating conditions, produced by the Optics Institute since 1992, we address you with the following request: consider the possibility of providing the Optics Institute with information on the operating parameters of the device in real conditions operation (details in attachment). The data you send will allow the institute to collect the information necessary for analytics, conduct monitoring, and will contribute to a more prompt solution to issues of improving the quality and reliability of the KIP-12 device.
Please inform us in your response letter about your decision to assist us. If you need additional information to make a decision, please also indicate it in your response letter.
Sincerely,
Technical Bureau Team
Institute of Optics
Business letter. Sample request letter(attitude – partnership, style – confidential and businesslike, convincing handling of facts)
Dear Colleagues!
We are very interested in improving the quality and reliability of the KIP-12 device, which we have been producing since 1992 and which has been used since 1995 durable application in the work of your company. Therefore, we turn to you with this request.
To improve the quality and reliability of the KIP-12 device, we need detailed data on the operation of this device under operating conditions. In implementing this task, we really count on your help and direct participation. Considering the long-term and positive cooperation of our companies, we turn to you with a request - an offer: to help us collect and provide statistical information on the operation of the device. We will be grateful if you find an opportunity to collect statistics for us on the specified parameters (details in the application). This will allow us to monitor the efficiency of the device and quickly take measures to improve the quality and reliability of its operation.
Please let us know if you are ready to assist us in principle. If you need additional comments or have questions to make a decision, we are ready to answer them.
We will be grateful for your response.
Sincerely,
Ivan Ivanov
Head of Technical Bureau
Institute of Optics
Business letter. Sample letter of request and sample letter of claim.
|
Letter - request (attitude – partnership; style – confidential and businesslike; convincing handling of facts) |
Letter - complaint (attitude - partnership; style - official business; convincing handling of facts) |
| Dear Andrey Ivanovich! We appeal to you with a request to resolve the situation with the implementation of the ABS project. Until now, we have not had any problems in interacting with your company; all agreements specified in the Contract have been observed. We are confident that the current situation can still be corrected. The success of the ABS project is extremely important for our company. Therefore, we ask you until 08/06/2010. provide information on sending control samples. We hope that your response will clarify the situation and alleviate our concerns regarding the success of the project. Sincerely, |
Dear Andrey Ivanovich! On behalf of the management of Rosstans OJSC, I am writing to you in connection with the need to resolve the situation that has arisen with the implementation of the ABS project. I am forced to report that this situation causes us extreme concern. According to the terms of contract No. A-122 dated 02/07/2010. clause 4.3. 60 days before the start of the planned delivery of products, Star LLC must send control samples of products to Rosstance OJSC, notifying Rosstance OJSC of the fact of shipment. According to the schedule (Additional agreement No. 1 dated 03/11/2010 to Contract No. A-122 dated 02/07/2010), the start date of the planned supply of products is 10/01/2010. The deadline for sending control samples is no later than 08/02/2010. Today – 08/04/2010. At the moment, we have not received information about sending control samples. In this situation, the ability of Star LLC to fulfill its obligations raises serious concerns for Rosstance OJSC and forces it to think about applying penalties provided for in clause 7.2. Contract No. A-122 dated 08/07/2010. To prevent this, we offer you until 08/06/2010. inform us about the situation with sending control samples of products. Sincerely, |
Take note of our information and we are sure that the issue of writing “difficult letters” will be much less labor-intensive for you.
Tamara Vorotyntseva
Take a look at our training programs for business correspondence :
According to GOST R 7.0.82013 “System of standards for information, library and publishing. Record keeping and archiving. Terms and definitions “addressee” is a document detail containing information about the recipient of the document (clause 67).
The “Addressee” requisite is used in business letters and internal information and reference documents (reports and memos, statements, etc.).
The “Addressee” details include:
- name of the addressee (recipient of the letter);
- postal address or telephone number, fax number, email address.
The recipient of the letter can be:
- official/several officials;
- organization;
- structural unit of the organization;
- group of organizations;
- individual.
ADDRESSEE - OFFICIAL
According to GOST R 6.30-2003, initials are written before the surname of any official. If the letter is sent to the head of a government agency, then the name of the organization is included in the position, full name. are indicated in the dative case, the initials are written before the surname:
If the letter is addressed head of a commercial organization, then the position includes the name of the organization indicating the organizational and legal form (in full or abbreviated form), the initials are written before the surname:
If the letter is addressed deputy head, the name of the organization is included in the job title. The surname is indicated in the dative case:
If the addressee of the document is head of a structural unit, then first the name of the organization is indicated in the nominative case, then in the dative case the name of the person’s position indicating the structural unit, for example:
According to clause 5.15 of the new GOST:
- when addressing a letter to an official, the initials are placed after the surname;
- before the surname it is allowed to use the abbreviation “Mr.” (Mr.) if the addressee is a man, or “Ms.” (Mrs.) if the addressee is a woman:
ADDRESSEE - ORGANIZATION
If the letter is addressed to an organization, then its name (full or abbreviated) is indicated in the nominative case:
When addressing a letter to an organization, indicate its full or abbreviated name, for example:
Addressing to an organization is used in cases where the sender does not know who the head of the organization is, his last name, initials.
ADDRESSEE - STRUCTURAL DIVISION
The document can be addressed to a structural unit of the organization. As a rule, this method of addressing is possible if the consideration of the issue to which the letter is devoted is within the competence of the structural unit.
When addressing a document to a structural unit of an organization, the name of the organization is indicated in the nominative case in the “Addressee” requisite, below - the name of the structural unit in the nominative case, for example:
What does GOST R 7.0.97-2016 change? Nothing.
ADDRESSEE - INDIVIDUAL
Registration of the “Addressee” details when conducting correspondence with individuals has its own characteristics. First, indicate the surname in the dative case, then the initials and then the postal address:
What does GOST R 7.0.97-2016 change? Nothing.
ADDRESSEE - SEVERAL ORGANIZATIONS
OR STRUCTURAL DIVISIONS
A business letter can have several addressees. GOST R 6.30-2003 establishes a method for general formatting of addressees when sending letters to several homogeneous organizations or to several structural divisions of one organization. There are two possible options for designing the props.
Option 1: indicate several addressees in the “Addressee” attribute itself. This design option is used when the letter is addressed to an organization or official (this is the main addressee) and, for information, to a number of other organizations or officials.
Addressing is formalized as usual in the upper right corner as a listing of the “Addressee” details for each body/organization or structural unit of the organization.
In this case, the total number of recipients should not be more than four.
All addressees are drawn up on the document itself; the word “Copy” is not indicated before the 2nd, 3rd and 4th addressees.
In this case, all printed copies of the letter are signed as originals. Each copy is sealed in a separate envelope, on which the postal address of a specific organization or structural subdivision is written.
Option 2: indicate the addressee in general, if we send a document to a group of organizations (heads of organizations) of the same type or to structural divisions (branches, representative offices, etc.) of one organization:
If the number of recipients is more than four, an additional list for mailing the letter (mailing list) is compiled, which indicates specific recipients and their addresses. A note about this is made in the “Addressee” attribute:
There is no approved form for the letter mailing list. The form of the sheet can be fixed in the organization’s office management instructions. In fact, the mailing sheet is the “Addressee” attribute transferred to a separate sheet, which means its content must correspond to this attribute. The “Addressee” detail contains three information blocks: name of the organization, position, initials and surname. In the mailing list for the letter, we reproduce the same information blocks, but place them in a line, and not by right side leaf. You can also arrange the data in table form. The order of the recipients can be arbitrary, but it is better to arrange them alphabetically.
Information about the outgoing letter number and date is entered after its registration (Example 1).
All letters sent to a group of recipients have one outgoing registration number; the incoming number for all letters will be different.
What does GOST R 7.0.97-2016 change? Nothing.
PLACING THE “ADDRESSEE” DETAILS ON THE FORM
The “Addressee” detail is located in the upper right part of the document (on a form with angular details) or on the right under the form details (on a form with longitudinal details). The location of the “Addressee” requisite is shown in Appendix B to GOST R 6.30-2003:
- on a form with corner details - Example 2;
- on a form with the details arranged longitudinally - Example 3.
What does GOST R 7.0.97-2016 change? Nothing. The “Addressee” attribute remains in the same place.
TECHNICAL ISSUES
- Should the elements of the “Addressee” props be separated by intervals?
The “Addressee” attribute usually takes up several lines.
In clause 6.1 Methodological recommendations on the implementation of GOST R 6.30-2003 (approved by Rosarkhiv) it is said that the details of a document consisting of several lines are printed with one line spacing. The components of the details “Addressee”, “Document approval stamp”, “Mark of the presence of an application”, “Document approval stamp” are separated from each other by 1.5-2 line spacing.
A similar norm is contained in the new GOST R 7.0.97-2016 in section 3, establishing General requirements for the production of documents: “Multiline details are printed with one line spacing, the component parts of the details are separated by an additional spacing”:
- How to align the “Addressee” attribute?
The multi-line attribute “Addressee” is designed aligned along the left border of the zone occupied by the attribute, or centered relative to the longest line, for example:
