Letter of request- one of the most common options for business correspondence. Among entrepreneurs, such letters are used when representatives of one organization turn to another with a request for a service. Such messages can be used in completely different situations, for example, when you need to get information about products, see product samples, meet a business traveler, agree on some actions, etc.

Rules for writing a letter of request

We bring to your attention for downloading a general template for such a document:

FILES

A letter of request, for obvious reasons, does not have a standard form, but, despite this, it is a form of an official document. That is why, when compiling it, one should adhere to certain norms established by the rules of office work and business ethics. Before proceeding directly to the basic rules for its compilation, it should be noted that it can be addressed both to a group of people (for example, managers, employees of the accounting department, lawyers, etc.) and to a specific addressee.

Like any other document, this letter must contain introductory part, namely:

• information about the sending company making the request and the company to which it is addressed;
• the reason for the appeal (“because of the delay”, “in connection with receipt”, “based on the results”, etc.);
• references to the basis (“based on an oral agreement”, “based on negotiations”, “based on a telephone conversation”, etc.);
• the purpose of the appeal (“to resolve the issue”, “in order to avoid conflict”, “in order to eliminate violations”, etc.).

Followed by main part relating directly to the request. It must be expressed using any derivative form of the verb “to ask” (“we ask you”, “we make a request”, etc.), and since such a message is, in any case, a request for some kind of service, it must be written in a respectful manner. It is good if the request is preceded by a compliment (“knowing your great opportunities”, “admiring your organizational talents”, etc.).

If the letter contains several requests at once, then they must be indicated in separate paragraphs or paragraphs.

The unspoken rules of correspondence between organizations state that a response to a multi-stage request can also be sent in one message, with separate comments on each item. It should be noted that this type of correspondence reduces the amount of workflow and, therefore, reduces the time for reading and processing such letters.

If the letter implies receiving a response within a certain period, then this must be indicated as correctly as possible in the text of the message.

Send and receive letters, as a rule, secretaries of the organization (in large companies Whole departments do this. After compiling or reading, they pass them on to the head of the enterprise for review. Exceptions are messages marked "confidential" or "personally in hand" - such letters are sent directly to the addressee.

Instructions for writing a letter of request

Since this message is part of corporate correspondence, the author must first be indicated, namely: the name of the sending company, its actual address and telephone number for communication. Then you need to enter data about the addressee: also the name of the enterprise and the specific recipient. Further in the middle of the line, you can immediately indicate that this is a request letter (but this is not necessary).

The next part of the letter deals directly with the request. Previously, it is desirable to substantiate it and only then express the very essence of the request. At the end, the letter must be signed (it is better if this is done by the head of the company or an authorized, trusted person), as well as the date the document was created.

How to send a letter

The letter can be sent by e-mail or fax - it's fast and convenient, but the conservative sending through the Russian Post will allow you to formalize the letter in a solid and attractive way. For example, you can make a request in writing by hand in beautiful calligraphic handwriting or print the text on good, expensive paper.

Attention to such trifles will make it clear to the addressee how respectful the opponent is towards him, and will once again emphasize the importance of the request. The only thing to remember is that letters through regular mail take a long time, so the message must be sent in advance so that the document is delivered to the recipient on time.

After sending a letter

This message, like any other document, must be registered in the journal of outgoing documentation. Similarly, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings occurring in business relations, fixing the fact of sending and receiving letters will help to quickly sort out the situation.

Examples of drafting letters of request with explanations

So, we figured out that a request letter is a letter that contains a request to the recipient. The purpose of the text is to encourage the recipient to perform an action that is beneficial to the sender. The letter should contain a formulated request, its justification. It is desirable to formulate the request in such a way as to justify why it should be beneficial for the recipient to comply with the request. The sender must not only know the rules for composing the text, but also take into account the psychological nuances. Next, consider specific templates-examples, depending on the situation.

Letter of request for the allocation of funds

The letter is drawn up in the event that it is necessary to obtain the allocation of funds from the state, sponsors, individuals.

From the NGO "Help for Pensioners"
Member of the Legislative Assembly
Ivanov I.I.

Hello Ivan Ivanovich. I am a representative non-profit organization Help for Pensioners. We are engaged in helping single pensioners: we bring food, help with cleaning and repair.

Our organization has been in existence for 5 years. Previously, we coped with the financing of activities ourselves, however, due to the expansion of NGOs, the funds began to be insufficient. We need money to rent premises, pay salaries to employees, and purchase equipment.

At a recent meeting of the Government, the president mentioned the difficult situation of pensioners and noted that the situation needs to be urgently changed. In this regard, I ask you for 200,000 rubles for the needs of the NGO Help for Pensioners.

Sincerely, Petrova A.A.

Explanation:

The above text is written according to the rules. He has:

• The name of the NPO and an explanation of its activities.
• Request for money, explanation of their need (money is needed for rent and salaries).
• Mention of the President. It is necessary to justify the benefits of sponsorship for the official. What is the MP interested in? IN career growth. The help of the organization will help to achieve this goal.

The specific amount of funds that a commercial organization needs is also indicated.

Letter of request for the supply of goods

The letter is usually sent to the partners of the company. In the text, it is desirable to justify the mutual benefit for both companies.

Head of AAA
Ivanov I.I.
From the head of the BBB company
Petrova B. B.

Hello Ivan Ivanovich. We would like to order a set of products from your company (specify). We got interested in your product at a regional exhibition.

If you agree, please let us know the terms of delivery and terms convenient for you. We guarantee timely payment. We hope this will be the beginning of mutually beneficial cooperation.

Our contacts: (specify).

Sincerely, Boris Borisovich.

Letter of request for a discount

Typically, such texts are sent to the company's suppliers. For example, an organization organizes exhibitions. She has a supplier - a printing house that supplies brochures, stands, booklets and more. The cost of services is quite high. The crisis came, and it became difficult for the company to pay for the goods of the printing house. This may well be a reason to ask for a discount.

Head of the company "Vostok"
Ivanov I.I.
From the head of the company "West"
Petrova B. B.

Hello Ivan Ivanov. Our organization was affected by the financial crisis. The number of contracts concluded with us decreased by 20%. Unfortunately, the crisis affected not only us, but also our customers. People cannot pay for our services in the same amount as before. Therefore, we have provided a 25% discount on tickets.

Due to the difficult financial situation, our company asks you for a 15% discount for the remaining six months of cooperation under the contract.

We have sent letters asking for a discount to all our suppliers. If 20% of our partners provide us with profitable terms, our company will stand in difficult times and will not close. We've already been given a discount by the landlords and the telephone company.

Sincerely, Boris Petrov.

Explanation:

The letter contains the following important points:

• Explanation of the need for a discount.
• Indication of the exact size of the discount, terms.
• An indirect indication that if the printer does not provide a discount, the company will terminate the contract.

The text must be written in such a way that the letter is read to the end and agreed to the proposed conditions.

Letter requesting a rent reduction

Rent "eats" the budgets of most organizations. Its reduction allows the company to stay afloat in difficult times. The letter should be sent to the landlord.

Head of Plus
Ivanov P.P.
From the head of the company "Minus"
Petrova I. I.

Hello, Petr Petrovich. Our company was affected by the financial crisis. The purchasing power of consumers has decreased, business revenues have decreased. In this regard, we ask you to reduce the rent by 10%.

For all the time of our cooperation, we have never delayed payments. We hope that you will make concessions to us, and we will maintain our business relationship. We guarantee timely payment of the rent, despite the difficult financial conditions.

Sincerely, Ivan Ivanovich.

Explanation:

In the letter, it is important to mention that the company has previously fulfilled its obligations in full. The landlord must be sure that the landlord will continue to make payments. The recipient must also understand that if he does not agree to the proposed terms, the tenant will refuse his services.

Letter of request for debt payment

Debts very often arise in the interaction between companies. If the organization is set to continue cooperation with the counterparty, which has a debt, a letter of request is sent.

Ivanov I.I.

Sidorova P.P.

Dear Ivan Ivanovich, we ask you to pay off the debt to our company in the amount of 200,000 rubles. All this time, we continued to cooperate with you, hoping to continue business relations. However, we are now forced to suspend the provision of services due to the lack of payments.

The amount of your debt is 200,000 rubles. Please pay by March 1, 2017. If the debt is not repaid, we will be forced to resolve the issue in court.

Sincerely, Petr Petrovich.

Explanation:

The letter must include the following items:

• The exact amount owed.
• The date by which the debt must be paid.
• Actions the company will take if payments are not received.

The text can mention a long-term successful cooperation with the organization. It should be a request, not a demand. The request is made according to a different template.

Letter of request for deferred payment to the supplier

The organization supplied the company with a batch of products, but did not pay for it. A debt has formed, but the debtor has no funds to pay. In this case, it makes sense to write a letter of request for a delay.

Head of the company "Where is the money"
Sidorov P.P.
From the head of the company "Money is about to be"
Ivanova I. I.

Dear Petr Petrovich, we have not paid the debt of 200,000 rubles. We do not shy away from our debt, but now we cannot make payments in full due to the difficult financial condition.

For 2 years we have maintained successful business relations with you, we have not missed the deadlines for payments. Today we ask for an installment payment. Our company is ready to pay the debt in two stages:

• We will deposit 100,000 rubles by March 1, 2017.
• 100,000 rubles will be paid before April 1, 2017.

We promise you timely payments. Thanks for understanding.

Sincerely, Ivan Ivanovich.

Letter requesting payment for another organization

The debt of the company can be paid by another organization. Of course, a legal entity will not pay shares just like that. Usually a letter of request is sent to the debtor of the company or another person who has obligations to the company.

To the head of the company "Money is about to be"
Ivanov I.I.
From the head of the company "Where is the money"
Sidorova P.P.

Dear Ivan Ivanovich, you have a debt to our company in the amount of 300,000 rubles. Our organization also has a debt to another company in the amount of 200,000 rubles. We ask you to pay our debt to the creditor in the amount of 200,000 rubles. In return, we will provide you with an installment plan for the balance of the debt that you requested earlier. Thanks for understanding.

Sincerely, Petr Petrovich.

Letter of request for assistance in resolving the issue

Any company can face complex problems that cannot be dealt with without outside help. A letter of request for assistance can be sent if necessary, for example, holding events. The application is sent to commercial organizations, government agencies.

Director of AAA
Petrov B. B.
From public organization
"We give good"

Dear Boris Borisovich, I am a representative of the public organization "Giving Good". We are engaged in organizing and holding holidays for children from the orphanage.

We ask for your help in organizing food supplies for the holiday. Of course, at the event we will mention you and your company. The celebration will be attended by representatives of the legislative assembly, the public.

You can contact us by phone XXX

Sincerely, Ivan Ivanovich.

Summarizing

Let's combine all the rules for writing a letter of request. First you need to introduce yourself, tell about your activities. But the introductory part should not be drawn out. Our goal is to encourage the recipient to read the letter. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start presenting your request. Accuracy is required: indication of terms, amount of funds. It is important to understand that the recipient must feel the benefit. Therefore, the letter must indicate why it would be beneficial for the organization to comply with the request. At the end, you need to say goodbye politely and without fawning.

In business workflow, the request letter format is used very often when it becomes necessary to obtain the consent of the second party or a certain service from it. Finished samples and examples for different situations, as well as the rules for writing such letters, you will find in this article.

The tradition and rules for writing a letter of request have developed exclusively in practical document management - i.e. at the legislative level, no forms or instructions have been approved. However, in general view the following structure should be followed:

1. As usual, the “header” is filled in first, which indicates the full name of the sending organization with the corresponding contact details, as well as the name of a specific employee (usually the director of the company) and the name of the receiving organization.
2. This is followed by the text itself, which consists of a description of the situation and the rationale for the request. The text should be as short as possible - usually 1-2 paragraphs are enough. It is important to specifically and unambiguously state your request so that the interlocutor understands the essence of your appeal well.
3. This is followed by a signature, a transcript of the signature and the date of compilation.

Thus, it is drawn up according to the standard version for such documents - the form is given below.

The finished sample can be used as an example of this.

NOTE. The decision to indicate or not to indicate the name of the document (i.e., write in the middle “Request Letter”) is made by the sender himself. As a rule, this is necessary in cases where it is appropriate to emphasize the nature of the document and the purpose that one company is trying to achieve from another.

Since in this case we are talking about the fact that one company is counting on some service or even a concession from its partner, of course, writing a letter, its design, and even sending it should be taken very seriously. Any detail can make an impression, so it is better to take into account even the nuances that are insignificant at first glance:

1. First of all, it is better to send it using physical mail − regular mail Russia or even better a private organization that delivers correspondence door to door and much faster. Message in in electronic format or, even more so, faxed messages are often perceived more impersonally as spam.
2. In addition, the physical way the document is issued (i.e., as a regular postal item) allows you to make a favorable impression due to more expensive paper, an envelope, a stamp, and other means of registration.
3. To write the text, a letterhead is always chosen - this allows you to give the request more formality.
4. In the text, it is better to avoid obvious bureaucraticisms - i.e. set words and expressions that are commonly used in business environment. They literally "dry" the story and make a generally negative impression. They are easy to replace with more original options - for example, "Please consider" to "I hope for your understanding and assistance in resolving this issue."
5. Finally, it is worth adhering to the traditions of business correspondence in general, i.e. the text is predominantly written in formal business style. Lyrical digressions, too complex syntactic constructions, double (in meaning) phrases should not be. Care should be taken to make it very easy for the interlocutor to perceive the message - both in terms of understanding and psychologically.

ADVICE. If it is possible to write the text by hand, it is better to use this method. A handwritten letter allows you to distinguish it from the background of all the others. However, it is better to entrust the writing to a specialist who knows the techniques of calligraphy.

Varieties

Depending on the specific situation, there are different types of letters. Most of the requests are for financial matters– for example, providing a discount, reducing the payment for a service, or deferring. A smaller part of the letters of request is devoted to assistance in resolving any other issues. The most common cases and ready-made examples of letters are discussed below.

About the allocation of funds

Asking for money, even for charitable purposes, is a pretty serious request. Therefore, when drawing up, it is important to describe the situation as specifically as possible and, moreover, clearly indicate what exactly the money is required for, and for what reason it cannot be taken from another source.

When compiling, you can take such a sample as a basis.

From NGO "Rainbow"

Member of the Legislative Assembly

St. Petersburg Miloshnikov I.N.

Dear Ilya Nikolaevich! Welcome to the director of the non-profit organization Raduga.” Our organization was founded in 2012 and throughout all these years has been continuously providing financial assistance to children suffering from acute forms of leukemia. The main direction of our activity is the purchase of appropriate medicines and the implementation of complex operations.

All these years, the main source of financing for our activities has been the enterprise LLC “…”. However, in April of the current 2017, the volume of financing decreased sharply, and in this moment we cannot carry out charitable actions in the same volume.

According to our data, the annual budget of the fund, taking into account private donations, should be 10 million rubles. Thus, due to the termination of financing, it is necessary to cover the difference in the amount of 8 million rubles. annually. We look forward to your cooperation, as it is not possible to find sponsors at the moment.

Sincerely, Svetozarov V.K.

About the delivery of goods

Here it is important to demonstrate your interest and desire to cooperate. Therefore, you need to find Right words so that the interlocutor is imbued with trust and makes an appropriate decision. As a basis, you can take such a sample.

General Director of LLC "…"

Nekrasov N.K.

From the director of the company LLC “…”

Elizarova V.M.

Greetings, Nikolai Konstantinovich! At the regional agricultural exhibition, which was held in May this year, our company became interested in the samples of machinery and equipment that were offered by you.

We would like to start cooperation with you with the delivery of a trial batch of goods ( full list attach separate document to this letter). We guarantee timely payments for goods and services. We look forward to a long and mutually beneficial cooperation.

Our contact details:

Sincerely, Elizarov V.M.

About the discount

This is a fairly common type nowadays, because economic conditions deteriorated in many respects. As experience shows, convincing the counterparty to provide a discount is especially good in such cases:

• if the companies have been cooperating for a long time, for example, more than a year;
• if a large quantity of goods is purchased at once.

to CEO

Avantage LLC Filippov G.V.

From the director of Veres LLC

Alexandrova K.N.

Hello, Gennady Viktorovich. We are pleased to note the fact that our companies have been cooperating for more than 2 years. We express our gratitude to you for the consistently high quality of your services, as well as for your assistance in resolving a number of current issues.

We believe it is not a secret for you that over the past year the economic situation in our market niche has deteriorated significantly. Unfortunately, at the moment we are experiencing a certain lack of income, which is associated with a decrease in quarterly profit.

In connection with these circumstances, We hope for your understanding and consent in providing a 10% discount on services that will be provided in the next 2018 calendar year. Of course, such a measure is temporary, and we are committed to full-fledged cooperation on mutually beneficial terms in the event that the economic situation stabilizes.

Sincerely, Alexandrov K.N.

About rent reduction

In this case, the rationale for your request in the letter will be approximately the same as discussed in the previous example.

to CEO

Avantage LLC Filippov G.V.

From the director of Veres LLC

Alexandrova K.N.

Hello, Gennady Viktorovich. In the financial year ended in 2016, our company suffered losses that exceeded expectations by 10%. We are forced to state that our company was affected by the financial crisis. This translates into a decrease in client flow by 15-20% of owners.

In this regard, we hope for your consent to provide a 10% discount on rent. I would like to draw your attention to the fact that we are fairly large tenants and, at the same time, during the entire period of our five-year cooperation, we have not allowed a single delay in payment, and also filled out all the other terms of the contract. We proceed from the fact that this measure is temporary, therefore we are ready to continue paying the fee in full as soon as the market situation stabilizes.

Sincerely, Alexandrov K.N.

About deferred payment

In this case, it is important to acknowledge that you really did not make the payment on time and explain in detail the reason. Of course, you need to accurately specify the terms of repayment of the entire amount.

Director of LLC "Gruzodar"

Vakulov N.Yu.

From the Director of Parabolia LLC

Aksakova T.G.

Hello, dear Nikolai Yuryevich. In September 2017, we did not make another payment for your services in the amount of 100,000 rubles. We officially notified you about the impossibility of making a payment one month in advance. At the moment, we explain that the company has found funds for the payment. We ask you to provide an installment plan for two months: October and November (50,000 rubles each).

We do not shy away from our financial obligations and debts and draw your attention to the fact that for all 3 years of our cooperation we have never violated the contract. We hope for your understanding and look forward to further mutually beneficial cooperation.

Sincerely, Aksakov T.G.

Please pay for another company

Such requests may arise in cases where one company undertakes to fulfill the financial obligations of another company under certain conditions. As an example, you can use this template.

IP Blagodarov A.K.

1. Compose an information letter from the company "Siberia" on the sale of private and state enterprises personal computers at a contractual price and the possibility of taking orders for programming.

2. Compose a letter of invitation from the organizing committee of Expocentre with a proposal to visit the international specialized exhibition "Saving material and fuel and energy resources in construction and industry." The exhibition takes place in the pavilion of the exhibition complex on Krasnaya Presnya.

3. Compose a letter on the signing of the contract between the partnership "Sarni" and the partnership "Alex" for the supply of building materials.

4. Compose a letter of response from the printing house of the publishing house "Nauka" to the partnership on faith "Trinika" about the possibility of fulfilling an order for the production of accounting and reporting forms.

5. Compose a letter of response from the Sail enterprise to the request of the Artek construction and installation company to develop design and estimate documentation for the construction of a residential building in the village. Kochenevo.

6. Compose a joint letter of response from the regional health department and the department of finance and tax policy to the administration of the Novosibirsk region on the allocation of additional appropriations from the regional budget for the provision of medical care to residents of the region.

7. Compose a letter of request from the Mochishchensky plant reinforced concrete structures administration of the region on the allocation of a limit on glass tiles "Iriska" in the amount of 50 thousand square meters. m for finishing exterior wall panels of the 135 series, which the plant begins to produce in 2000 for the Zapsibtransstroy trust.

8. Compose a letter of request from the Dovolenskaya hatchery and poultry station to the regional administration for the allocation of funds from the regional budget in the amount of 150 thousand rubles before the start of the sale of young poultry to the population.

9. Write a Letter of Refusal from Production Management passenger traffic Novosibirsk production cooperative"Vector" on the issue of providing spare parts for the fleet of buses. Specify the reason for the refusal.

10. Write a letter of request from the Novosibirsk tourist center "Sibiryak" to the committee for foreign economic activity administration of the region with a request to issue a license for the export in 2000 of timber to Lithuania in the amount of 5000 cubic meters. m, since one of the conditions for the supply of furniture for the tourist complex in the Rechkunov recreation area is the counter supply of timber.

11. Write a reply letter production association"Novosibirskgazifikatsiya" to the director of Khimfarmzavod and the head of department "Novosibirskgorgaz" about the monthly supply of 64 tons of liquefied gas to Khimfarmzavod during 2005. The indicated volume is taken into account in the order. The delivery will be carried out through the management of Novosibirskgorgaz.

12. Compose a letter of request from ODO "Individum" to the Committee for Foreign Economic Relations on the allocation of a quota for the export of roundwood in the amount of 10 thousand cubic meters. m.

13. Compose a response letter from the regional administration Agriculture chairman joint-stock company"Irmen" on the issue of supplies cars for delivered grain.

14. Draw up a letter of refusal from the Novosibirsk Energy and Electrification Production Association "Novosibirskenergo" to the director of the Radon special plant for issuing a free permit for the supply of electricity to residential buildings.

15. Write a letter of request from the state trading company "Olimp" to the Bulgarian company "Miave 3" for the possibility of supplying products baby food in the Kirov region.

16. Write a letter of request commercial firm"Novosibirsksnabsbyt" to the French company "Oxytrol" about organizing a meeting to establish cooperation in the supply of precision measuring equipment.

17. Compose an information letter from the Novosibirskavtodor association to the French company Oxytrol about the possibility of selling modern hydraulic cranes. The price of the crane is 5500 US dollars.

18. Write a letter from the administration of the Chelyabinsk region to the Association of Japanese-Russian Trade with a request to give a detailed list of export products.

19. Write an invitation letter from the Expocentre Association with a proposal to take part in the Russian exhibition at the international industry-wide fair in Izmir (Turkey), which will be held from November 20 to December 10, 2005. The Izmir Fair is one of the largest trade events in the countries of the Middle and Near East. The text should indicate that participation in this fair allows you to widely present the export products of the organization, sell exhibits from the stand, study the features of the market, exchange scientific and technical information with other participants of the fair and conclude profitable deals.

20. Compose a letter of request for production commercial enterprise"Novosibirskpromkombyt" to the Syrian company "Dairy tex" on the supply of curtain fabric, textiles for men's, women's and children's clothing.

21. Compose covering letter to the Department of Primary vocational education Ministry of Education and Science of the Russian Federation on sending information about work with students of vocational schools from among orphans and children left without parental care.

22. Write a letter of request to the school principal to the district education department for permission to include in the plan overhaul boiler school. Specify additional details yourself.

23. Compose a letter of request to the regional administration from the Committee of Primary Vocational Education to submit proposals for the maintenance of orphans studying in vocational schools. There are 840 orphans studying in the schools of the region, in a number of schools there are more than 50 of them. Financing from the federal budget is carried out partially: only for food, clothing, scholarships. There are no funds to provide medicines, sanitary hygiene items, or to purchase furniture for the dormitories. There are acute issues of financing additional staff: educational psychologists, educators additional education. According to the calculations for the maintenance of these children, an additional 9664 thousand rubles are needed in 2001.

24. Compose an information letter of the Siberian Academy public service on the recruitment of students for full-time education for training in the specialties: state and municipal government; finance and credit; jurisprudence. For admission, you need an application, a document of secondary education, six 3x4 photo cards, a passport. Applications are accepted from June 28 to July 15. Upon admission, applicants take exams in social science, mathematics, Russian language, foreign language. Phone for information: (382-2) 10-12-13.

25. Write a letter to the chairman of the Siberian branch Russian Academy of Agricultural Sciences to the administration of the Novosibirsk region on the mass spread of locust pests in the territory of the Republic of Kazakhstan in 2000 and their spread to many territories of Siberia, including the Novosibirsk region. The letter proposes to take action and allocate funds for pest control.

26. Write a letter of request to the municipal educational institution Gymnasium No. 2 in Omsk to the head of the regional administration for assistance.

27. Find errors in the following two letters: a) in the design; b) in the text.

This text is an introductory piece.

Current page: 7 (total book has 8 pages) [available reading excerpt: 2 pages]

Control questions

1. What details are included in the sample form of a business letter?

2. How are the details on the forms of service letters? Name the details on the form.

3. What type of service letter does the requisite “mark about the presence of an application” have and how is it drawn up?

4. How are the details drawn up: "addressee" and "address"?

6. Who signs the letter? In what cases are two signatures put on a letter?

7. Do all service letters have a heading before the text?

8. For what purposes is the requisite “mark about the performer” drawn up in official letters? How is it formatted?

9. How are joint letters of organizations drawn up?

10. What is the structure of the request letter, request letter, response letter, cover letter?

Tasks

1. Compose an information letter from the company "Siberia" on the sale of personal computers to private and state enterprises at an agreed price and on the possibility of accepting orders for programming.

2. Compose a letter of invitation from the organizing committee of Expocentre with a proposal to visit the international specialized exhibition "Saving material and fuel and energy resources in construction and industry." The exhibition takes place in the pavilion of the exhibition complex on Krasnaya Presnya.

3. Compose a letter on the signing of the contract between the partnership "Sarni" and the partnership "Alex" for the supply of building materials.

4. Compose a letter of response from the printing house of the publishing house "Nauka" to the partnership on faith "Trinika" about the possibility of fulfilling an order for the production of accounting and reporting forms.

5. Compose a letter of response from the Sail enterprise to the request of the Artek construction and installation company to develop design estimates for the construction of a residential building in the village. Kochenevo.

6. Compose a joint letter of response from the regional health department and the department of finance and tax policy to the administration of the Novosibirsk region on the allocation of additional appropriations from the regional budget for the provision of medical care to residents of the region.

7. Compose a letter of request from the Mochishchensky plant of reinforced concrete structures of the regional administration for the allocation of a limit for Iriska glass tiles in the amount of 50 thousand square meters. m for finishing exterior wall panels of the 135 series, which the plant begins to produce in 2000 for the Zapsibtransstroy trust.

8. Compose a letter of request from the Dovolenskaya hatchery and poultry station to the regional administration for the allocation of funds from the regional budget in the amount of 150 thousand rubles before the start of the sale of young poultry to the population.

9. Draw up a letter of refusal from the production department of passenger transportation to the Novosibirsk production cooperative "Vector" on the issue of providing spare parts for the fleet of buses. Specify the reason for the refusal.

10. Compose a letter of request from the Novosibirsk tourist center "Sibiryak" to the committee on foreign economic activity of the regional administration with a request to issue a license to export timber to Lithuania in 2000 in the amount of 5000 cubic meters. m, since one of the conditions for the supply of furniture for the tourist complex in the Rechkunov recreation area is the counter supply of timber.

11. Compose a letter of response from the production association "Novosibirskgazifikatsiya" to the director of Khimfarmzavod and the head of department "Novosibirskgorgaz" about the monthly supply of 64 tons of liquefied gas to Khimfarmzavod during 2005. The indicated volume is taken into account in the order. The delivery will be carried out through the management of Novosibirskgorgaz.

12. Compose a letter of request from ODO "Individum" to the Committee for Foreign Economic Relations on the allocation of a quota for the export of roundwood in the amount of 10 thousand cubic meters. m.

13. Compose a letter of response from the regional department of agriculture to the chairman of the joint-stock company "Irmen" on the issue of the supply of cars for the delivered grain.

14. Draw up a letter of refusal from the Novosibirsk Energy and Electrification Production Association "Novosibirskenergo" to the director of the Radon special plant for issuing a free permit for the supply of electricity to residential buildings.

15. Write a letter of request from the state trading company "Olymp" to the Bulgarian company "Miave 3" for the possibility of supplying baby food to the Kirov region.

16. Compose a letter of request from the Novosibirsksnabsbyt commercial company to the French company Oxytrol to organize a meeting to establish cooperation in the supply of precision measuring equipment.

17. Compose an information letter from the Novosibirskavtodor association to the French company Oxytrol about the possibility of selling modern hydraulic cranes. The price of the crane is 5500 US dollars.

18. Write a letter from the administration of the Chelyabinsk region to the Association of Japanese-Russian Trade with a request to give a detailed list of export products.

19. Write an invitation letter from the Expocentre Association with a proposal to take part in the Russian exhibition at the international industry-wide fair in Izmir (Turkey), which will be held from November 20 to December 10, 2005. The Izmir Fair is one of the largest trade events in the countries of the Middle and Near East. The text should indicate that participation in this fair allows you to widely present the export products of the organization, sell exhibits from the stand, study the features of the market, exchange scientific and technical information with other participants of the fair and conclude profitable deals.

20. Compose a letter of request from the production and commercial enterprise "Novosibirskpromkombyt" to the Syrian company "Dairy tex" for the supply of curtain fabric, textiles for men's, women's and children's clothing.

21. Compose a cover letter to the Department of Primary Vocational Education of the Ministry of Education and Science of the Russian Federation on sending information about working with students of vocational schools from among orphans and children left without parental care.

22. Write a letter of request to the school principal to the district education department for permission to include the boiler school in the capital repair plan. Specify additional details yourself.

23. Compose a letter of request to the regional administration from the Committee of Primary Vocational Education to submit proposals for the maintenance of orphans studying in vocational schools. There are 840 orphans studying in the schools of the region, in a number of schools there are more than 50 of them. Financing from the federal budget is carried out partially: only for food, clothing, scholarships. There are no funds to provide medicines, sanitary hygiene items, or to purchase furniture for the dormitories. There are acute issues of financing additional staff: teachers-psychologists, teachers of additional education. According to the calculations for the maintenance of these children, an additional 9664 thousand rubles are needed in 2001.

24. Compile an information letter from the Siberian Academy of Public Administration on the recruitment of students for full-time education for training in the following specialties: state and municipal management; finance and credit; jurisprudence. For admission, you need an application, a document of secondary education, six 3x4 photo cards, a passport. Applications are accepted from June 28 to July 15. Upon admission, applicants take exams in social science, mathematics, Russian, foreign languages. Phone for information: (382-2) 10-12-13.

25. Compose a letter from the chairman of the Siberian branch of the Russian Academy of Agricultural Sciences to the administration of the Novosibirsk region about the mass spread of locust pests in the territory of the Republic of Kazakhstan in 2000 and their spread to many territories of Siberia, including the Novosibirsk region. The letter proposes to take action and allocate funds for pest control.

26. Compose a letter of request from the municipal educational institution of gymnasium No. 2 in Omsk to the head of the regional administration for assistance.

27. Find errors in the following two letters: a) in the design; b) in the text.

Applications

Appendix 1.1

First person letter example singular

Appendix 1.2

Example of a first person plural letter

Appendix 1.3

Example of a third person singular letter

Topic 2
International letters

1. Standards international organization on standardization (ISO) for the registration of correspondence.

2. Details of an international letter.

3. Separate texts of international letters.

1. Standards of the international organization for standardization (ISO) for the design of correspondence

Business relationship with foreign countries have become commonplace today, so when hiring, many Russian organizations require knowledge of two or more foreign languages ​​from their future employees. The most common language of international communication is English, and most people are able to read a letter written in English. Most of the foreign correspondence is devoted to sales and purchases, imports and exports. Importance is attached to international letters, as reliable business ties are established and developed through them.

When preparing international service letters, it is necessary to adhere to uniform rules for the design and processing of business documentation. These rules are developed by national standards services within the framework of the International Organization for Standardization - ISO (International Organization for Standardization, ISO). At present, the national bodies of 130 states are represented in this organization.

Terminology in the field of documentation at the international level is regulated by the ISO standards of the Documentation and Information series (ISO 5127-1: 1983, ISO 5127-2: 1983, ISO 5127-3: 1988, etc.). ISO standards define general rules preparation and execution of documents, including the standards established by:

1) paper sizes used for documents (ISO 216: 1975);

2) line spacing and letter pitch (ISO 4882: 1979);

3) layout key and construction grid for creating forms and basic requirements for document forms (ISO 8439: 1990).

The design of letters sent within Russia differs from the design of international letters. So, in GOST R 6.30–97 of this addition, which came into effect on April 1, 2000, there are requirements for the placement and design of 19 details, and 12 of them are defined in ISO standards:

IN international standards and in the domestic GOST R 6.30-2003, the rules for the design of document fields are set differently. Annex A of ISO 3535: 1977 specifies the following margins and text area: left margin - 20 mm; top - 10, text area for A4 format - 183 x 280, for A5L format - 183 x 131 mm. According to the Russian standard, the left margin should be 20 mm, the bottom - 20, the right -10, the top - 20 mm.

When constructing forms for international letters, it is recommended to make the initial line spacing equal to 4.233 mm, the initial horizontal pitch of the letter - 2.54 mm. The text area is divided vertically into columns, horizontally into columns. The text area of ​​an A4 document has 72 original horizontal pitches (72 x 2.54 mm = 183 mm) divided into eight columns of nine pitches.

The text area includes the following fields (zones): the field of information about the sender of the document (issuer field), the reference field (reference field) and the address field (address field). The placement of these fields is shown in the figure.

Placement of fields (zones) on the form of an international letter

Address field ISO standards are intended for specifying one or two addressees, the Russian standard (GOST R 6.30-97) provides for specifying from one to four addressees.

In international letters, the address on the form is placed in accordance with ISO 11180: 1993.

Link field is intended for the name of the document, document code, date, etc.

On document sender information field its name is indicated, if necessary - the unit or person related to the document.

Additional information about the sender (postal address, telephone number, fax number, telegraphic address, etc.) that cannot be placed in the corresponding field can be placed at the bottom of the form. IN Russian letter in accordance with our GOST R 6.30-2003, this information is placed only at the top of the form.

2. Details of an international letter

Letters used in the practice of communication foreign organizations may include the following details:

1) information about the sender (Issuer Field) - the name of the organization, its postal and telegraphic address, telephone, fax, telefax, etc.;

3) date (date);

4) "internal address" (Inside Address), including the name of the recipient of the letter (person, organization) and his postal address;

5) an indication of a specific person "For your information" (Attention Line);

6) introductory appeal (Salution);

7) title to the text (Subject Line);

8) the main text of the letter (Body of the Letter);

9) the final formula of politeness (Complementary close);

10) signature (Signature);

11) an indication of the application (Enclosure);

Information about the sender. On the form of the letter of the organization indicate the name of the organization, its trademark, postal and telegraphic address. Under the name of the organization may indicate the type of its activity. For example, BRM, a business records improvement firm, says on the form: "Storage and management of information flows."

Links to sender indexes. In foreign practice, the letter contains its search features - digital or alphabetic designations of the compiler of the letter, typist, department, company, case number, etc. For example: 453/12, where 453 is the serial number of the letter and 12 is the case number. The link might look like this:

In your please refer to E1/KD/15621) (In your answer please refer to E1/KD/15621);

Kindly mention Ex 16/1716 in your reply

Ex 16/1716 in your answer)

and so on.

date of letter It is usually affixed in the upper right part of the form. Certain difficulties may arise when writing a date digitally. The ISO 8601:1898 standard recommends numeric date formatting in the following sequence: year, month, day. For example: 2000.04.01. Due to the difference between the English and American traditions of numerical writing of the date, errors in its interpretation may occur. Thus, the date 07/06/2000 in the UK will be perceived as July 6, 2000, and in the USA as June 7, 2000.

An unambiguous understanding of the date is provided by its verbal and digital design. For example: June 10, 2000 (June 10, 2000).

Traditional British ways include the following date formatting options: 20 Feb. 2000; 20 February 2000. In the American tradition, a different sequence of date elements is adopted: February 20, 2000. The names of the months on English language are written with a capital letter.

Destination ("internal address"). The postal address should be written compactly, without spaces between letters and without underlining word elements. It is recommended that you write in capital letters the name of the locality, the institution making the delivery, and the country of destination.

The address lines must be left aligned.

The number of characters per line in a mailing address should not exceed 30. An address containing more than 30 characters per line can be written using a smaller letter pitch.

The ISO 11180:1193 standard contains only a recommendation to adhere to the proposed sequence of address elements when writing the address, grouping them whenever possible and being guided by the rules and customs of the country of destination.

individuals

1) name of the addressee (indication of marital status or title of the person). For example: Mr, Miss, Mrs, His Holiness, His Excellency, Her Majesty;

2) given name(s), surname, name prefix:

Names (nicknames, special names) in combination with the family name to distinguish between persons in the family (For example, John, Michael, Doody, Millie);

Family surname (word or group of words) used to refer to a family (For example, Ryder, Smith, Cheeseman);

name prefix, For example, senior, junior;

3) occupation, function, at (via):

Certain occupation (For example, engineer, judge, notary^

By address (through) - indicates the connection with another person or institution (For example, at Acie Brown Boveri; at the Smith family address);

4) shipping point:

Street view (boulevard, avenue, road, square, etc.);

Street name (For example, Station Avenue; Station Street, Station Square, Victoria Station, Lime Street Station);

Identification number on the street; number of entrance or building, floor and apartment (For example, 27/307, entrance No. 27, 4th floor, apartment No. 7);

The name of an additional address component related to a building, block, tower, complex, etc.;

The name of the village, town, village, quarter, region (Tkhill, Docklands, Earlham, Cadman, Soho);

Mailbox and number (for the owner of the mailbox);

General shipping;

5) postal code or postal route number, location, name of the institution carrying out the delivery:

A postal code that is typically used for final sorting by a local or regional shipping hub. Other numbers or letters may be added to these codes. (For example, 750 15; VH2 120);

Postal route number, a code consisting of several numbers and/or letters indicating the route for directing mail to its destination (For example, 67 - road Bellin-zone Airolo; K1A - sending to the sorting area);

Name of delivery institution, name of the institution responsible for delivery postal item addressee to destination (For example, Bern 31 (PO Box));

6) the name of the territory or province and/or the name of the country:

Name of region, county, district, canton, etc. (For example, Texas, Yorkshire, Wales);

Destination country name (For example, Switzerland, France, UK, USA).

The following are examples of writing addresses of individuals:

Mr. Walter EGGERS

3040 Idaho Ave NW

WASHINGTON D.C. 20016

Mr. Costas MAVRIKIS

81 Pine Brook Dr

LARCHMONT N.Y. 10538

mr. Adam SIMPERINGHAM

37 Franklin Road

Mr. Erin SIMPERINGHAM

127 Salisbury Road

CAMPERDOWS NSW 2050

To write a full postal address legal entities the following elements are used:

1) organization name (For example, Nestle Ltd; Kodak Ltd. UNESCO);

2) an indication of the type of activity or product (For example, civil engineering firm, general trust company, seed sales);

3) the name of the department or division of the organization (For example, Department foreign trade, department of non-ferrous metals, general department);

4) point of delivery;

5) postal code or postal route number, name of the locality, name of the institution carrying out the delivery;

6) the name of the territory or province and/or the name of the country.

The last three elements when writing an address legal entity are indicated in the same way as when writing the address of a private person.

If the letter is addressed to an organization, then first indicate its name, then the postal address. For example:

Continental Supply Company

312 Sixth Avenue

New York, N.Y. 11011

If the letter is addressed to an official, then first indicate his last name, position, in the line below - the name of the company, then - the postal address. For example:

Mr. G. H. Black, Chairman,

A. Smith and Ch., Ltd.

If the addressee is a man, then the abbreviated word Mr. is put before his last name. - from Mister ("master"). In the UK, the abbreviation Esq is often used instead. ("Esquire"), which is placed after the surname. For example:

E. F. White, Esq.

The last name should be preceded by the first name or initials. For example:

Mr. Harold Brown

If the addressee is a woman, then the abbreviated word Mrs is placed before the surname. - from Mistress ("mistress") or the word Miss, if the woman is not married. For example:

Mrs. Rosalind Jones

When addressing, it is recommended to write the name and surname of a person in the same way as they are given in the signature on the received document: if the name in the signature is indicated in full, then when addressing it must be given in full, if only initials are in the signature, then only initials must be indicated when addressing. Unlike the Russian language, in English, the initials of a person are never written after the surname, but always before it.

Often after last name official abbreviated (in capital letters) indicate belonging to any organization, party, the presence of a title or order. For example:

E. F. Jons, DM (Doctor of Medicine)

A. B. Smith, M.P. (Member of Parliament - Member of Parliament)

G. H. Dlack, K.C.V.O. (Knight Commander of the Victorian Order - Knight Commander of the Order of Queen Victoria).

When the name of the person holding a certain position in this organization is unknown, the addressee is indicated as follows:

An indication of a position without the name of the person holding it is possible only when this position is the only one in the organization indicated in the addressee (Chairman - chairman, President - president, chairman, Managing Director - managing director, Secretary - secretary, Chief Accountant - Chief Accountant). In this case, the article the (The Chairman, The Secretary, etc.) is placed before the title of the position.

If both the surname and position of the addressee are known, then they are indicated as follows:

The article before the title of the position is not used in such cases.

When writing a postal address, the following sequence of elements is adopted: house number, street name, city name and postcode, country name. For example:

"Industrial House"

34–41 Craig Road

Bolton BL4 8TF

GREAT BRITAIN

The words Street, Avenue, Place, Strasse are capitalized.

If the letter is sent to the USA, then after the name of the city the name of the state is given, often abbreviated. When addressing letters to the UK, the county may be indicated.

Here are examples of writing addresses to legal entities:

American National Standards Institute

11 West 42nd Street

NEW YORK, N.Y./ 10036

City Bankers Association

12 Bolingbroke Grove

LONDON GREAT BRITAN

Indication of a specific person "For your information". An alternative to including the name and position of the recipient in the "address" attribute is to enter them in the "Note" column. If these data are not indicated in the address, then they may be contained in a special element of the letter, which is not mandatory, but is present in the case when the author is interested in his letter being received by a specific person. This mark - an indication of a specific person - is placed on a separate line under the address. For example:

Attention: Mr. P. Cooper

Attention of: P. Cooper

For the Attention of Mr. P. Cooper

Instead of the last name of the person, the position or name of the department to which the letter is sent can be indicated. For example:

Attention of the Sales Manager

Attention-Sales Department

Introductory address. In business letters, the following addresses are used:

"Dear Sirs" - to the organization as a whole:

Gentlemen (in the USA)

"Dear Sir" - to a man if his name is unknown:

"Dear Madam" - to a woman if her name is unknown:

"Dear Mr. Smith" - to a man:

"Dear Mrs. Smith" - to a married woman:

"Dear Ms. Smith" to an unmarried woman:

"Dear Mrs. Smith" - to a woman if her marital status is unknown:

"Dear John" - to a person you know well or friend:

Less formal are "Dear Mr. John" or "Dear Mr. John Smith." The name and initials of the addressee are usually omitted in this case.

After the introductory address, a comma (in England) or a colon (in the USA) is placed.

Header for the body of the letter includes a summary. For example:“On the resumption of deliveries”, “On filling out the contract”.

The main body of the letter. The text of most letters consists of three parts. After the salutation or address (“Dear Mr. …”), the beginning of the body text follows, which refers to the reasons for the address; in the main part of the text, details (details) are reported; in the final part, conclusions are drawn, plans for the future are reported, etc.

The following phrases may be used in the first part:

… We are writing to inquire about… (… We are writing to inquire about…);

We write in connection with ... (We are writing in connection on with ...);

We are interested in (interested) and would like to know ... (We are interested in ... and we would like to know ...)

A sentence containing the main message may begin with the following words:

We want to inform ... (We would advise ...);

I am pleased to announce that ... (It is my pleasure ...);

We have the honor to inform you that ... (We bed to inform you that ...)

Please advise necessary information begins with the words:

Please tell me ... (Could you please tell me ...); Please inform ... (Please let me know if ...); I would be glad to know if... (I should be glad to know if...)

The response letter may begin with the following phrases:

Thank you for your letter of (date) ... (Thank you for your letter of

We have received your letter of (date) ... (We have received your letter of

IN business correspondence The following expressions of gratitude and attention are used:

Very kind of you ... (It is very kind of you to ...);

I am writing to thank you for ... (I am writing to thank you very much indeed for ...);

Let me take this opportunity to thank you ... (May I take this opportunity of thanking you for ...);

Thank you for contributing so much to … (Thank you for contributing so much to …);

Please accept my sincere (deep) gratitude for your help ... (Please, accept me sincere (deep) appreciation for your

Apologies can begin with these words: We must apologize for ... (We must apologise for ...); We apologize for ... (We apologise for ...);

We are very sorry for the fact that ... (We are extremely sorry for ...);

I want to offer my most sincere apologies for ... (I wish to offer me sincere apologies for ...)

After outlining the main reason for the letter, the details and details are the closing phrases:

I will wait for your answer ... (I look forward to receiving your soon reply ...);

Looking forward to hearing from you... (Looking forward to hearing from you...)

In the final part, an assessment of the information provided in the letter can be given:

I hope that this information will help you;

Please don't hesitate to contact me if you need more detailed information(Please do not hesitate to contact me if you need any further information)

The final formula of politeness. As a final phrase in letters to organizations, the following expressions are used:

Yours faithfully

Yours very truly

Faithfully yours

These phrases can be translated as "With respect", "Sincerely yours", "Best wishes".

In England, the most common combinations of the opening address and the final politeness formula are as follows:

Dear Sirs/Sir/Madam

Dear Mr./Mrs./Miss/Ms Smith

Yours faithfully

In these formulas, the final phrase corresponds to the beginning of the letter. The same formulas are often used in letters from Russian organizations.

Signature. In letters from foreign correspondents, the signature is usually placed under the final courtesy formula. The surname of the person who signed the document is placed under a personal signature, and then the position is indicated. For example:

The signature looks different if the letter is signed by an employee of the company on behalf of the management. For example:

For a.Smith and Co.,Ltd

export department

The signature may be preceded by the mark "r.r." - “for”, “on behalf of”, or “Per pro” - “by proxy” (from the Latin expression “per procura”). Employees of the organization use this mark when signing letters on behalf of their managers.

Marking the presence of applications. In the letters of foreign correspondents, the mark about the presence of attachments is located in the lower left corner, under the signature. It consists of the word "Enclosure" if there is one application, or "Enclosures" if there are several. In this case, their number is usually indicated. For example:

Possible abbreviation: Encl. or Enc. Attachment documents can be named in the application label.

Instructions for sending copies of the letter. In the letters of foreign correspondents there is a special note about the copies of the letter. Such a mark is placed at the bottom margin of the document and includes the abbreviation "s.s." (from "carbon copies") and the name of the company to which the copy was sent. For example:

c. c. Messrs Paul and Jackson Ltd., Lawyers

P.S

Abroad, it is allowed to add additional information to a business letter after signing it. This eliminates the need to write a new letter and makes it possible to promptly report on events that occurred after the signing of the letter. The postscript is located at the end of the letter after the signature and begins with the letters P.S. (from Latin post scriptum - “after what is written”). At the end of the postscript, the signature is put again.

Making the second and subsequent sheets of the letter

In foreign correspondence, for the design of the second and subsequent sheets of the document, special paper is used with the name of the organization printed in the upper left corner (1 cm from the top edge). In the upper right corner are printed the words "Sheet to continue the letter № …». For example:

Continuation Sheet No…

Under the name of the company sending the letter, the organization to which it is addressed, and the date are indicated. For example:

Mills and Green Continuation Sheet No.

Messrs. A.Smith and Co.,Ltd

Many British firms use additional sheets without an inscription on the right. In this case, the pages are numbered, and at the bottom right on all pages, including the first, but except for the last, it is written: “Continued” - or abbreviated: Cont "d (Countd), which means "there is a continuation."

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5. Correspondence of business people by e-mail

From whom: John Smith

To whom

Subject: purchase

Dear Sirs!

WITH respect.

John Smith

office manager

MSG (Message) message;

JIC (Just in case) at case;

CUL (See you later) let's meet later;

often given question;

By my humble opinion;

BTW (By the way) between other;

(Grin)- grin. smirk;

BRB (Be right back) immediately come back;

GTG (Got to go) ready go;

Control questions

Tasks

Applications

Appendix 1.1

Appendix 1.2

Appendix 1.3

The style of a business letter sent by e-mail is no different from a regular letter. The message is devoid of emotion. Accordingly, the style should be purely working and concise. In mail correspondence, signs of attention, elements of courtesy are transmitted using external attributes. For example, using a specially prepared form, appropriate paper, design, placement of details, etc. with e-mail, these possibilities are excluded. Therefore, this "flaw" can be compensated by observing the rules of written etiquette.

E-mail does not allow red tape, delays in response. This is an emergency mail with elements of urgency. Correspondence sometimes proceeds in real time - "On-line". It requires the ability to conduct a written dialogue, as some Western document experts note, "at the speed of thought." This requires certain training, skills, ability to wield a pen.

The language in electronic correspondence is specific, brevity. It is recommended to avoid long phrases and boring standard expressions in traditional correspondence such as “please, be informed” (we inform you ...), “as per your request” (according to your request), etc. We present one of options e-mail correspondence in connection with the purchase of office equipment for the office (translation into Russian).

From whom: John Smith

To whom: RBM Manufacturing Company, Inc.

Subject: purchase

Dear Sirs!

We intend to purchase a new copier for the office by the end of this financial year. We would like to explore the possibility of purchasing an RBM copier and are wondering if you have a suitable model.

Our office is small and only three secretarial workers will use the new copier. We make about 3,000 copies per month and would like to have a machine that runs on standard paper. We also need a sorting and sorting (laying out) machine, but we rarely process more than 25 copies at the same time.

We would also like to receive information about warranty and repair services.

Considering that our financial year ends on December 15, 2005, please expedite your response.

WITH respect.

John Smith

office manager

In private informal e-mail correspondence, the use of so-called Emoticons is allowed. It's about on the use of a schematic representation of a human face to convey emotions in electronic texts. They are designed to spice up the dry and concise language of E-mail.

This includes Smileys (smiles, giggles) and Acronyms (words formed from the first letters of a phrase).

Of course, Smileys only applies to personal communication and is hardly applicable to serious and responsible correspondence that touches on important business issues.

Acronyms are much more common in business correspondence than Smileys. Moreover, they are used not only in emails but also in regular correspondence. Below are a few of the most common Acronyms:

ASAP (As soon as possible) - as soon as possible;

MSG (Message) message;

JIC (Just in case) at case;

CUL (See you later) let's meet later;

FAQ (Frequently asked question) - often given question;

IMHO (In my humble opinion) - By my humble opinion;

BTW (By the way) between other;

(Grin)- grin. smirk;

BRB (Be right back) immediately come back;

GTG (Got to go) ready go;

LOL (Laugh out loud) - deserves a loud laugh;

WTG (Way to go) - where to go, direction;

OIC (Oh, l see) - I understand everything;

TTUL (Talk to you later) - I'll talk to you later.

These recommendations, taken from the Western literature on business correspondence, clearly show how seriously modern document specialists take e-mail correspondence. They consider it as the most promising of the methods of communication adopted today and predict its nucleon growth in the future. This is due to the speed in the transfer of information and the simplicity of the operation when using it. However, many business letters do not "fit" into the framework of e-mail, and their path to the addressee lies through the traditional postal service or by fax. For example, a claim letter, when it is required to state the essence of the complaint in detail and in detail, is best sent in the “old” classic format. In this case (and there are many of them in business practice), it is not speed that is required, but convincing argumentation, a detailed presentation of the facts. In addition, often in the preparation of correspondence (for example, primary, informational), form, ritual, is in the foreground. The letter plays a role business card, and it is required to state it on the official letterhead of the company with the involvement of all the required details. Western documentarians warn that Email is very transparent, and if desired, anyone whose computer is connected to the Web can see the contents of your letters.

Therefore, they propose to refrain from sending documents containing trade secrets, confidential information by E-mail. For sending and coordinating contacts, commercial transactions, it is better to use proven reliable communication channels.

Among the mistakes that are made in the use of e-mail, one is the misjudgment that the communication channel is supposedly less formal, conducive to "simplicity of communication." With written contact, even if it is correspondence by e-mail, you must not forget about the language and style. This largely concerns our entrepreneurs, who believe that after an initial meeting or an answer received, one can switch to “you” and neglect the “excessive” protocol. In the West, they are in no hurry to transfer, etc., industrial relations into the category of friendly and personal ones. They always try to keep the station, etc. Therefore, in electronic correspondence, as in regular correspondence, it is necessary to remain at the level of business, business relations. Be accurate, accurate in wordings, expressions, etc. Despite its simplicity, E-mail remains a means of official correspondence for a businessman. It is necessary to monitor literacy, grammar, spelling. With all the speed of correspondence, mistakes must be avoided. They can not only negatively affect the formation of the company's image, but also harm relations with a partner or client.

Western document experts recommend not to replace telephone conversations email correspondence. Given the speed of E-mail, such a desire appears constantly, because telephone conversations and e-mail cannot replace each other, but when used skillfully, they complement and help each other. And one more underwater reef, found in correspondence by E-mail. The information coming from the addressee is not always pleasant, and sometimes, causing negative emotions, it pushes to sharpness, the desire to answer “as it should be”. It is better to leave a disliked message unanswered than to respond to it with an indignant and impolite letter.

Control questions

1. What details are included in the sample form of a business letter?

2. How are the details on the forms of service letters? Name the details on the form.

3. What type of service letter does the requisite “mark about the presence of an application” have and how is it drawn up?

4. How are the details drawn up: "addressee" and "address"?

6. Who signs the letter? In what cases are two signatures put on a letter?

7. Do all service letters have a heading before the text?

8. For what purposes is the requisite “mark about the performer” drawn up in official letters? How is it formatted?

9. How are joint letters of organizations drawn up?

10. What is the structure of the request letter, request letter, response letter, cover letter?

Tasks

1. Compose an information letter from the company "Siberia" on the sale of personal computers to private and state enterprises at an agreed price and on the possibility of accepting orders for programming.

2. Compose a letter of invitation from the organizing committee of Expocentre with a proposal to visit the international specialized exhibition "Saving material and fuel and energy resources in construction and industry." The exhibition takes place in the pavilion of the exhibition complex on Krasnaya Presnya.

3. Compose a letter on the signing of the contract between the partnership "Sarni" and the partnership "Alex" for the supply of building materials.

4. Compose a letter of response from the printing house of the publishing house "Nauka" to the partnership on faith "Trinika" about the possibility of fulfilling an order for the production of accounting and reporting forms.

5. Compose a letter of response from the Sail enterprise to the request of the Artek construction and installation company to develop design estimates for the construction of a residential building in the village. Kochenevo.

6. Compose a joint letter of response from the regional health department and the department of finance and tax policy to the administration of the Novosibirsk region on the allocation of additional appropriations from the regional budget for the provision of medical care to residents of the region.

7. Compose a letter of request from the Mochishchensky plant of reinforced concrete structures of the regional administration for the allocation of a limit for Iriska glass tiles in the amount of 50 thousand square meters. m for finishing exterior wall panels of the 135 series, which the plant begins to produce in 2000 for the Zapsibtransstroy trust.

8. Compose a letter of request from the Dovolenskaya hatchery and poultry station to the regional administration for the allocation of funds from the regional budget in the amount of 150 thousand rubles before the start of the sale of young poultry to the population.

9. Draw up a letter of refusal from the production department of passenger transportation to the Novosibirsk production cooperative "Vector" on the issue of providing spare parts for the fleet of buses. Specify the reason for the refusal.

10. Compose a letter of request from the Novosibirsk tourist center "Sibiryak" to the committee on foreign economic activity of the regional administration with a request to issue a license to export timber to Lithuania in 2000 in the amount of 5000 cubic meters. m, since one of the conditions for the supply of furniture for the tourist complex in the Rechkunov recreation area is the counter supply of timber.

11. Compose a letter of response from the production association "Novosibirskgazifikatsiya" to the director of Khimfarmzavod and the head of department "Novosibirskgorgaz" about the monthly supply of 64 tons of liquefied gas to Khimfarmzavod during 2005. The indicated volume is taken into account in the order. The delivery will be carried out through the management of Novosibirskgorgaz.

12. Compose a letter of request from ODO "Individum" to the Committee for Foreign Economic Relations on the allocation of a quota for the export of roundwood in the amount of 10 thousand cubic meters. m.

13. Compose a letter of response from the regional department of agriculture to the chairman of the joint-stock company "Irmen" on the issue of the supply of cars for the delivered grain.

14. Draw up a letter of refusal from the Novosibirsk Energy and Electrification Production Association "Novosibirskenergo" to the director of the Radon special plant for issuing a free permit for the supply of electricity to residential buildings.

15. Write a letter of request from the state trading company "Olymp" to the Bulgarian company "Miave 3" for the possibility of supplying baby food to the Kirov region.

16. Compose a letter of request from the Novosibirsksnabsbyt commercial company to the French company Oxytrol to organize a meeting to establish cooperation in the supply of precision measuring equipment.

17. Compose an information letter from the Novosibirskavtodor association to the French company Oxytrol about the possibility of selling modern hydraulic cranes. The price of the crane is 5500 US dollars.

18. Write a letter from the administration of the Chelyabinsk region to the Association of Japanese-Russian Trade with a request to give a detailed list of export products.

19. Write an invitation letter from the Expocentre Association with a proposal to take part in the Russian exhibition at the international industry-wide fair in Izmir (Turkey), which will be held from November 20 to December 10, 2005. The Izmir Fair is one of the largest trade events in the countries of the Middle and Near East. The text should indicate that participation in this fair allows you to widely present the export products of the organization, sell exhibits from the stand, study the features of the market, exchange scientific and technical information with other participants of the fair and conclude profitable deals.

20. Compose a letter of request from the production and commercial enterprise "Novosibirskpromkombyt" to the Syrian company "Dairy tex" for the supply of curtain fabric, textiles for men's, women's and children's clothing.

21. Compose a cover letter to the Department of Primary Vocational Education of the Ministry of Education and Science of the Russian Federation on sending information about working with students of vocational schools from among orphans and children left without parental care.

22. Write a letter of request to the school principal to the district education department for permission to include the boiler school in the capital repair plan. Specify additional details yourself.

23. Compose a letter of request to the regional administration from the Committee of Primary Vocational Education to submit proposals for the maintenance of orphans studying in vocational schools. There are 840 orphans studying in the schools of the region, in a number of schools there are more than 50 of them. Financing from the federal budget is carried out partially: only for food, clothing, scholarships. There are no funds to provide medicines, sanitary hygiene items, or to purchase furniture for the dormitories. There are acute issues of financing additional staff: teachers-psychologists, teachers of additional education. According to the calculations for the maintenance of these children, an additional 9664 thousand rubles are needed in 2001.

24. Compile an information letter from the Siberian Academy of Public Administration on the recruitment of students for full-time education for training in the following specialties: state and municipal management; finance and credit; jurisprudence. For admission, you need an application, a document of secondary education, six 3x4 photo cards, a passport. Applications are accepted from June 28 to July 15. Upon admission, applicants take exams in social science, mathematics, Russian, foreign languages. Phone for information: (382-2) 10-12-13.

25. Compose a letter from the chairman of the Siberian branch of the Russian Academy of Agricultural Sciences to the administration of the Novosibirsk region about the mass spread of locust pests in the territory of the Republic of Kazakhstan in 2000 and their spread to many territories of Siberia, including the Novosibirsk region. The letter proposes to take action and allocate funds for pest control.

26. Compose a letter of request from the municipal educational institution of gymnasium No. 2 in Omsk to the head of the regional administration for assistance.

27. Find errors in the following two letters: a) in the design; b) in the text.

Applications

Appendix 1.1

Example of a first person singular letter

Appendix 1.2

Example of a first person plural letter

Appendix 1.3

Example of a third person singular letter

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