Reminder letter- one of the types of business correspondence. This form of correspondence can be used in a completely different situations, in particular, when it is necessary to remind the second party

  • on the fulfillment of obligations undertaken,
  • on compliance with the law,
  • about the approach of some important event or date, etc.

Usually the letter is preceded by an oral reminder, but if it does not have the desired effect, the sender resorts to a written notice. Thus, this letter not only serves as a reminder, but also serves as proof of the action taken.

In some cases, reminder letters are used when another form of transmission of messages from one party to another is impossible for any reason (for example, in accordance with the terms of the contract).

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Who is writing the letter

Typically, writing such letters is the responsibility of the manager. structural unit whose interests are affected, a lawyer or an organization secretary. But, regardless of who is directly involved in drawing it up, it is advisable to give the letter to the head of the enterprise for signature - thus, it will acquire solidity and more weighty value for the addressee.

Rules for composing a reminder letter

The letter does not have a standard, unified form, so it can be compiled in a free form. Nevertheless, when registering it, it is worth adhering to some norms and standards of business correspondence.

The reminder letter must necessarily contain

  • information about the sender and the addressee (full names of the companies, and if it is about the addressee, then also the position and name of a particular employee),
  • the reason for the reminder,
  • as well as references to laws and regulations that are relevant to the problem or situation being reminded (if applicable).
  • If the case concerns a default or violation of the law, you should list the links to them, as well as possible sanctions and measures that the sender is ready to take to resolve the issue (indicating the time frame or period).
  • It will not be superfluous to recall the possibility of solving the problem peacefully, which suits both sides.
  • In cases when any additional documents are attached to the letter, this should also be noted in its content, indicating the number of attachments and pages of each of them separately.

The tone of the letter should be extremely polite and correct, if there is an appeal to a specific official, be sure to use the epithet "Dear". In a reminder, distortion of facts, provision of incorrect information, and there are more threats, are completely unacceptable. When composing a reminder letter, it is important to remember that at any time it can become a legally significant document.

This letter can be either very short, consisting of only one phrase, or expanded, including several points. In addition, a reminder can be sent more than once, several times (in such cases, you need to enter phrases like "remind again", "remind again").

It is allowed to write a letter both by hand and in printed form, but no matter which option is chosen, it must be certified with a “living” signature. In addition, it must be registered in the outgoing documentation log. It is not necessary to certify the message with a seal imprint, since since 2016 the requirement to use seals and stamps in activities for legal entities, as before and canceled for individual entrepreneurs.

An example of composing a reminder letter

  1. At the beginning of the letter it is indicated sender, i.e. the full name of the company (in accordance with the constituent documents), address and telephone number for communication are written in the required lines. Further fits recipient: his name and the specific person who is directly addressed (position, surname, name, patronymic).
  2. Then you should put date composing a letter and room on the internal document flow of the company, as well as designate Title of the document with a short designation of its meaning (in this case, "on the transfer of payment under the contract").
  3. Then you can go to narrative... First you need to indicate the reason for the reminder. If this is a violation of the clause of the contract, then enter its date, number and essence, if it comes O funds, then they must be indicated both in numbers and in words. Then you should formulate a reminder and offer to fulfill your obligations in specific terms (also in numbers and in words). Finally, you can list the actions that the sender is ready to take to more drastically solve the problem.
  4. In conclusion, a letter is required sign, with a decryption of the signature and an indication of the position of the signatory.

How to send a reminder email

The letter can be sent via

  • email,
  • by fax
  • or through the mail of Russia.

You can combine the two options, for example, an e-mail with a "live" shipment, especially if you support the latter with a return receipt (this will serve as further proof of sending the letter and, more importantly, its delivery to the right hands). In any case, it is worth remembering that letters go through the mail of Russia for a rather long time, therefore, using it, it is advisable to have some time in stock or duplicate this method of sending to others.

If the reminder letter had no effect

The unspoken rules of business correspondence imply that a reminder letter requires a mandatory response from the recipient (also in writing). If the reminder did not have the result that the sender expected, the next step is writing, which, as a rule, is more firm in nature and directly precedes going to court.

Reminder letter with an offer of cooperation

When an organization is actively seeking partners, it can direct potential side future relationship letter with a proposal for cooperation. So you can not only expand the sales market, but also find profitable suppliers, performers of the desired service.

Such an offer letter can be addressed, but you can address it to several possible counterparties at once or create a generalized form for a wide range of acquaintance.

You can send such a letter in any convenient form:

  • by mail;
  • by courier;
  • by e-mail;
  • fax;
  • convey in person.

Later, such a letter can be reformulated into a reminder letter if there was a signal from the other party about possible cooperation, but the first letter, due to, for example, lack of time, was not carefully considered.

Mandatory elements of a reminder letter:

  • an appeal to the addressee (to the head of the organization, by name or position, to a specific person or, if the letter is generalized, the form is chosen that is as close as possible to the individualized one);
  • title of the document (proposal for cooperation, offer, business proposal, etc., depending on the purpose);
  • a summary of the details of the sending organization that are important for future cooperation;
  • the conditions under which the interaction is proposed;
  • contact details (phone, fax, e-mail, address)

Be sure to indicate the date, the name of the head of the organization, fixing it with a handwritten signature and seal.

Sample reminder letter with an offer of cooperation

Reminder letter on fulfillment of obligations

Such a letter is sent to the organization if, for some reason, it has not fulfilled its earlier obligations regarding its counterparty on time, or their deadline is approaching, and the partner's intentions are not clear.

It is important that the letter is just a reminder, and not a reproach or threat. The benevolence of tone is a prerequisite. Not knowing the reasons for the delay, blaming the partner may be reckless, it is quite possible that he has objective circumstances.

The reminder can be repeated. If such a letter is not sent for the first time, then at the end you should inform about your final intention, for example, go to court.

It is very important to answer the letter with a potential order correctly. It doesn't matter who you work (designer, layout designer, programmer), you can always improve the response template so that the conversion is maximized.

Let's look at an example of the work of a freelance designer. You regularly (sometime more often, sometime less) receive requests for an estimate of the cost of design development or questions about your current workload and the ability to take on a project. You can respond to such letters in different ways and, all other things being equal, the return will be significantly different.

In the months when my workload was close to 100%, I didn’t really bother with these questions - I replied that it was loaded and in the next month I would not be able to take on new orders. But when work on several multi-year projects ended, I had to hurry up a little to close the gaps in labor hours.

And so, what are the basic principles for myself, I have understood:

1. If you are asked to show a portfolio, then it is best to ask what plan the site is to be made and prepare for the client a special selection of works of a suitable type of complexity and related topics. Even if you have a separately formed beautiful portfolio, then give a link to it, and below list works that are close in spirit and subject matter.

For example, if you want to order a design of a portal with a catalog of beauty salons and private masters, then having in your arsenal of designs of beauty salons and portal-type sites - show them first. If you are compared with another designer, they will prefer the one who has already worked with similar projects and it is roughly clear from him what level you can expect.

Such a client should not show the sites of car dealerships on the first plan, even if you are very proud of them. You can specify either a separate link for a portfolio for all projects, or write that you have also done such sites on other topics.

2. Answer quickly and accurately (without losing sight of all the customer's questions). Prepare for yourself a list of all projects at once, grouped by subject and type (business card site, portal, online store, promotional site, etc.). This will allow you to very quickly form a sample for the answer, and the speed with which you give feedback makes it clear that most likely you are unlikely to get along with the deadlines.

I myself noticed that when turning, for example, to layout designers, all other things being equal, I would rather pay for layout by 30-50% more, but to a person who answers questions very quickly (I always do all requests by e-mail) and for sure can orient in time.

For example, during working hours you received a request “Hello! A design for a construction portal is required. Can you tackle it? If so, what are the terms, the price and I would like to see examples of work. "

It will be great if you answer a person within an hour with examples of portal-type works and construction topics (even if these are business cards), and also indicate the approximate time frame and price bracket. In this particular case, there is not enough initial data (at least some intelligible technical task) for an accurate assessment of the timing, but you need to specify the minimum. Answer that “I can answer exactly in terms of time and cost after reading the terms of reference. Roughly the cost of developing the main site for a portal-type site is from ### $, internal - depending on the complexity and quantity. The benchmark in terms of time - 4-7 days, the main option, internal - depending on the complexity. "

Stay connected even outside the home. Make a template for an answer when you are out of the house and answer at least a standard unsubscribe “Hello! Thanks for your letter. I am not at my work computer now, I can answer within 24 hours ”or any other option. It is important to answer quickly and make it clear that you are and that you are adequate and quick.

3. Point out that the information on the timing is relevant at the moment and you are ready to take the project into work right now. If the order will be over time, the terms may differ depending on the load.

There were often times when I said that the development period is up to a week. I received an answer, they say, let's go faster - ok, it seems free, so 4 days will be enough. As a result, the technical specification and prepayment are thrown off after 3 weeks, and I already have a completely different load and I physically cannot make an intelligible layout in 4 days and give it due attention.

The January calm pleases only office workers. And it strains free shooters-freelancers with a lack of orders and blurred prospects. And what to do? I suggest not just sitting by the sea waiting for a change, but actively casting your fishing rods. In this article I will tell you, how to write a letter to a client and get a new order.

Old clients

If you have at least some minimal work experience, then you already have customer base... Let it be minimal. I hope you have already wished all your customers a Happy New Year and Merry Christmas?
If (suddenly!) For some reason you forgot (or were ashamed) - then you still have time until the end of the vacation. And your lateness can even play into your hands, because in the mailboxes it is much calmer now than it was at the end of December. So your letter is more likely to be opened and read. For example, I deliberately postponed congratulations to my clients until January 8, so that it would be more appropriate to combine congratulations and a commercial message.


Your congratulations should be more than a wish for "Happiness-Health-Success". Write sincerely, and to each customer individually. Write about how glad you are that the past year has introduced you, how you value the trust that the customer has shown you, and with what pleasure you were engaged in his project. At the end, write that you are ready to make a gift to a dear client - all January the price for services is such and such. Or leave the price the same, but promise a bonus. In the spirit that, “remember, you wanted to remake your site? Let's conduct an audit and give recommendations for improving the content - completely free! ". Do not make a mailing of your congratulations, write to each client personally, compose a unique congratulation personally.

New clients

Where to get new clients is the most pressing question. There are many ways, but each of them involves some effort on your part. As a New Year's gift, I will reduce this effort to a minimum. Just read on!

So what do you need to do. You just need to open your browser and type in the search box "Sites about accounting Yekaterinburg". Or "Site about the beauty and health of Samara". Or "The Moscow Dog Magazine." That is, you must define a) Your subject, the one in which you are most competent and successful b) your city. And you will receive a list of sites or thematic portals that can become your regular customers. Of course, the Internet knows no boundaries, however, as experience shows, clients are more fond of working with performers, whom they can "reach": no problem to call mobile phone, meet and talk. Of course, if your city is not enough for you, dig wider and further. The case, as they say, is lordly.

Go through all the links and make a list of the most interesting ones for you. Make sure the sites have content in principle and you could actually create something similar for them. It can be articles and advertisements and even reference Information... Nenuacho (c). All you need now is find the editor's email address in the "contacts" section and write him a letter.

Here is the promised gift from me - a template for a letter with an offer of cooperation:

"Good day!

My name is Masha Ivanova and I am a professional copywriter. I have been following your site for a long time and with great interest, and I really like your articles.
As an author of articles, I specialize in topics (list) And I would be delighted to work with you as a copywriter.

Here is one full review:

Vasily Vasiliev, MashStroyKomServUral: “Masha Ivanova is an excellent copywriter. We have been cooperating with her for a long time, and every time we are very pleased with the result. Masha always grasps the essence of the assignment, writes brightly, interestingly, intelligently and with humor. The articles are fun to read and the conversion rate is 20%. " We confidently recommend Maria as a specialist "

I always work in full compliance with the terms of reference and deadlines, I approach each task responsibly and creatively. You will be guaranteed to receive quality content.
I am 100% literate, good style, able to find non-trivial solutions and interesting approaches in every text. In addition, I am sociable, proactive and have a good sense of humor.

To demonstrate my abilities to you, I am ready to complete a test task for you
I will be glad to receive an answer by email or phone 895555555
In order to find out your decision, I will call you on January 13, 2015 in the afternoon
Best regards and hope for cooperation, Maria Ivanova. "

Now I am explaining

This letter has been drawn up taking into account the rules of selling texts. You identify both your competencies and strengths. Give feedback and remove concerns. Demonstrate the benefits of working with you and give a clear offer at the end: what, when and who should do it. The call - which is also in question - is your responsibility. You can proudly wait for someone to write or call you personally, or you can just dial and ask: “Good afternoon, I wrote to you, I am calling to clarify - did you receive my request? Received but not read? Of course, of course, I understand. If I call you back on Wednesday, will it be convenient for you? " And just call back at the appointed time. You will see, from the third time the editor will still get to the letter of an annoying newbie - and who knows, maybe you are the one who he (she) needs?

You will be talking about money personally - that is why the template that I offer you does not have a figure per kilo-digit, etc. For if your price is higher than the average for the city, then you will justify it just by personal communication. And if it is lower, then there is a risk that they will agree to it, and you will not find out that the publication was ready at great expense.

You should send more than one or two such letters. 50 pieces is perhaps a good number. I'm serious! Most of it will remain unanswered, something will return because the mailbox is specified with an error or does not exist anymore. This is fine. The more you send, the wider your options are.

So, what is next?

Well, then you will already communicate according to the situation. in a personal conversation or correspondence, you will also extensively answer questions about work experience or conditions, as well as emotionally and passionately express your interest in cooperation. In addition to the fact that you will actually find yourself promising clients, you will also gain a hand in business communication.

After all, you know how sometimes it is surprising to receive letters from copywriters like: "Hello, I offer my services, resume in attachment." And that's all ?! And talk? And tell why you? And in the end, in order for me to attend to the opening of this very attachment, I, as the recipient of the letter, must have MOTIVATION. You have to hook me.

Actually, such a presentation letter will say about you, how about writing person is much more than a dry resume listing your jobs. Isn't it really important for your potential customer to know that this copywriter 5 years ago worked as a marketer in some company? But he may be interested in the ability of a copywriter to feel the requests of the target audience - so, again, it is better to write about this in a letter, where you list your competencies.

The ability to sell yourself - extremely important for a copywriter and freelancer. Be your articles three times great, but if you do not say about it as much as possible more people - they (articles) will remain unknown. And although many people are afraid of "sales" - it will still have to be done. So have fun! Now you know, how to write a letter to a client... Try it and you will see - it's simple. Communicate with the client as someone who really, really wants to like you. Just like that, because you like him too. We will talk about love for clients next time))

Lately, email has been occupying everything more space in business correspondence. Its advantages are obvious: efficiency, availability and ease of use. It should be remembered, however, that e-mail has its own nuances.

Receiving letters

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

To, Cc, Bcc fields

You should understand, remember and use the "To", "Cc" and "Bcc" fields correctly. Your actions to receive the letter or the actions of the recipient depend on this.

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

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

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

Subject field

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

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

"The importance of writing"

If the letter contains information about urgent changes, the text of any agreement or other information that needs to be paid attention to first of all, use the importance "high", this will highlight the letter in the "Inbox" folder.

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

Writing a response

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

Attachments

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

Electronic signature

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

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

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

Business letter structure

Appeal

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

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

Example:

to CEO
LLC "Concord"
Dobrovolsky P.I.

Dear Pavel Ilyich!
or
Dear Mr. Dobrovolsky!

Preamble

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

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

Conclusion

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

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

Signature

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

Example: Best regards, General Director of Zarya Furniture Factory AD Kiselev

P.S

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

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

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

Applications

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

Standard business correspondence phrases

Notices

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

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

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

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

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

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

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

Request

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

Sending documents or material valuables

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

Confirmation

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

Offer

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

Invitation

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

Refusal and rejection of the proposal (project)

  • The project of the title list for construction projects for the amount of ... sent by you cannot be approved by us for the following reasons.
  • Your proposal (project) was rejected for the following reasons ...

Reminder

  • We remind you that according to the plan of joint work, you must ...
  • We remind you that in accordance with ... you must ...
  • We remind you that your outstanding payment is ...
  • We remind you that the deadline for the submission of the manuscript expires ...

Guarantees

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

Interpreting your own position

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

Interpreting the other party's actions

  • Such a delay could lead to ...
  • It is completely inexplicable why your plant is delaying the dispatch of molds ...
  • Your promises are not being kept.

Final Words

  • We hope that our request will be fulfilled.
  • We look forward to further cooperation.
  • With wishes of success.
  • We kindly ask you not to delay your reply.
  • We ask you to excuse us for the delay in responding (for a mistake).

Business Correspondence Ethics

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

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

For the recipient of business letters, the mandatory requirements from the point of view of ethical standards are:

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

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

General rules for composing business letters

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

Information mail

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

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

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

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

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

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

The letter of inquiry requires a letter of reply.

Reply letter

A response letter is a service letter that is composed as a response to a request letter or a request letter.

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

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

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

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

Confirmation letter

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

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

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

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

Letter of claim

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

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

Letter of guarantee

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

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

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

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

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

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

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

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

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

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

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

Summary

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

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

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

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

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

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

The presence of a photo on the resume is encouraged.

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

Press release

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

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

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

Congratulation letter

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

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

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

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

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

Personal congratulations

Mass congratulations

Invitation letter

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

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

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

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

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

Personal invitation

Bulk invite

Letter of gratitude

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

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

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

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

Letter of condolence

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

When writing a condolence, it is very important to choose the right sincere words really capable of supporting the addressee in his grief.

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

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

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

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

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

How to write a business letter correctly

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

This is a service letter, which says about the approach or end of the deadline for the fulfillment of certain tasks, obligations, events.

The reminder must certainly be friendly, unobtrusive: in no case should the addressee be blamed, since the reason for the delay in payment or non-payment, for example, can be very difficult financial situation in which he finds himself.

The content of the reminder letter primarily depends on whether for the first time, for the second or third time, you remind your partner of the fulfillment of his obligations, non-compliance with the deadline for paying Tosho bills. If the client does not respond to your reminders, then, of course, you will have to inform him of your intention to go to court and terminate the contract. However, even in this case, the writing style should be polite, restrained.

For example:

... Dear!

... Taking this opportunity, let me remind you. You what the due date for payment of bills. Your order no. From(date) expired

... We will. Thank you if to(date). You will send a translation. Of your debt in the amount

apologies for bothering you. You about this

... We remain with respect

... Dear Sir!

... Walking. To meet you, we extend the payment term until(date) / we execute at the same time. Your new orders. If you do not pay the debt by (date) and do not send a check, shows payment, we will be forced to temporarily suspend the execution of all. Your deputy broadcasting

... We wait. Your answer

... Sincerely

... Ladies and gentlemen!

... Sorry to bother you again. You, but unfortunately we have not received any response to our previous reminders sorry for that. Your company was so careless about our requests, although we, for our part, always strictly adhered to the terms of the contract and performed all your orders with high quality.

... Despite repeated reminders and Taken measures,. Your debt not only remains outstanding, but also continues to grow, so we consider it necessary to report. To you of your intention to terminate and contract.

... It's a pity, but we see no other way out of this annoying situation.

... Ladies and gentlemen!

... Sorry, please, but we have to remind you again. Wali talks about the large debt we owe to our firm, which continues to grow. We have always tried to understand. Your financial difficulties, but this time the debt exceeds all previous ones, and the payment deadline is long over.

... Hopefully. You understand that we can no longer neglect the interests of the company, and therefore are forced to file a claim in court

... It is a pity that our cooperation was unsuccessful.

TYPICAL turnover

First mention

1 will allow. Remind you of

2. Taking this opportunity, let me remind you that. You are in arrears

3. Please. Convert you Special attention on what u. You have a debt in the amount

4. We would like to remind you. You about

5. We remind you. To you that the reporting deadline has expired (date)

6. We consider it necessary to remind. To you that according to the contract the commission must be paid by (date)

7. Forced to remind. You that the due date for payment of invoices for printing ordered. Your printing products pass (date)

8. B. By the way, we remind you. What a shipment to you. You have run out of goods from the warehouse yet (date)

9. It will be appropriate to recall that

10. We believe that this non-payment is only an oversight, and we hope that. You will eliminate her within

11. To. You were able to quickly navigate the situation, we are sending. Copies of invoices that have already expired

12. Our accounting department reported that. You haven't paid several bills on time

13. We hope that this non-payment is just an unfortunate mistake that will be corrected in the near future

14. Sorry (we are offended) that we have to bother. You about this

Repeated reminders

1. We are very uncomfortable that we have to remind again. You about

2. Unfortunately, we are forced to remind again. To you that you still haven't received from. Of you paid bills

3 we are very upset that we are forced to remind again about the presence of several still unpaid bills

4. Delay. Your payment is contrary to our previous agreements on the terms of trade. We reserve the right to further actions

5. Your unwillingness to strictly adhere to payment terms is a violation of the terms of the contract.

6. Sorry, but we have to inform. To you about changes in the system of payment for orders, which are caused by the fact that. You did not pay for the previous ones on time

7. We would never bother. You are such reminders, if. You met your payment obligations on time

8. We remind you. You that. You have agreed to be paid in the term we defined. The delay in payment makes us withdraw from monthly. Of your account% of the outstanding amount

9. Sorry, but we have to remind you once. To you that there is a very large (significant) debt

10 consider it their duty (we consider it necessary) to remind again. You about a debt that has expired on (date)

11 stretch last weeks... Three formal reminders have been sent to you about the significant debt of our company. Sorry, we have not received from. No answer for you

12. It is unpleasant for us to contact you again. On this occasion, however, all our reminders about the need to ship the goods to our company have remained unanswered.

13. We continue once. You are due to pay the invoice

14. We ask you to pay the debt within days

15. We have been waiting for our bills to be paid for months. Please transfer the proper amount to our bank account by the end of this week

16. Our cooperation was quite fruitful, and its continuation will be possible only if the debt is repaid by (date)

17 we have already several times (repeatedly) wrote to you with a request to explain why. You are not opposing the accounts, but, unfortunately, you have not received an answer.

18. You have been delaying the submission of the annual report for months, so we have to

19. Your disdain for our requests is detrimental to our cooperation, which was once fruitful

A final reminder and warning about the following legal actions

In the event that delicate reminders and requests did not give the desired results, you will have to go to court or terminate the contract. You should inform the addressee about this, but do everything possible so that the tone and style of the letter finally convinces him that this is extremely unpleasant for you, but the only possible way out of the situation 34:

1. Your late payment of invoices is a serious breach of the terms of the contract, therefore we are forced to refer this matter to our legal department.

2. Because. You did not respond to our repeated reminders, we referred the case to our lawyer

3 we are very offended to report that due to the large debt. Your loan is temporarily closed

4. Unfortunately, long-term non-payment. You bills made us refer this case to a lawyer

5. Due to the fact that. You, despite our urgent request to pay off the debt, have not yet sent a check confirming the payment, we are forced to suspend the execution of all. Your orders

63 are forced to take decisive measures given the situation

7. Your debt has exceeded all the previous ones and is and the due date has expired yet (date). We can no longer neglect the interests of the company and are forced to file a claim in court

8. Taking into account the situation on this moment, are forced to announce their intention to terminate s. You contract

9. Delay. You paying the bills made us go to court. We were upset. Your careless attitude to our requests

10. We cannot wait any longer for payment. Your invoices at the end of the week are forced to ask our legal department to arrange debt repayment

11. Through systematic and long delays in the delivery of goods, we are forced to terminate s. You contract

12. We warn you. You about your intention to terminate the contract

13. All our requests for redemption. Your debts were in vain, so we are forced to file a claim in court. Believe me, we are very offended, but now we see no other way out of this situation.

14. It is a pity that our cooperation was unsuccessful.