Initiative letter example. The text of the commercial request usually indicates

Drafting various types of business letters is a necessary part of the work of business representatives. Thanks to such messages, they gain the opportunity to resolve commercial issues in the most accessible, fastest and optimal way.

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What types of business letters are there?

Conventionally, business letters can be divided into several main categories:

• congratulatory letter;
• information mail;
• and so on.

You can mark responses to all these letters, which are also part of official business correspondence and are also written according to certain canons, as a separate item.

Who should act as the author of the letter?

Business letters must always contain a signature. In this case, any employee of the company whose competence includes this function or authorized to do so by order of the director can directly draw up the letter. Usually this is a specialist or the head of the structural unit whose jurisdiction includes the subject of the message. However, regardless of who is involved in writing, the letter in any case must be submitted to the manager for approval, bearing in mind that it is being written on behalf of the company.

General rules for writing business letters

All business messages should relate only to the activities of the company or circumstances related to it. At the same time, regardless of the content, they must obey certain requirements.

First of all, it is a certain structure. The message should always include:

• date of writing,
• details of the sender and recipient,
• polite address address (in the form of the wording “Dear Ivan Petrovich”, “Dear Elena Grigorievna”),

It should be noted that letters can be addressed to both individual employees and entire teams (in this case, it is enough to limit yourself to the greeting “Good afternoon!”).

Various additional documents, photos and video evidence may be attached to the letter - if any, this must be reflected in the main text.

The letter can be drawn up either on a regular standard A4 sheet or on the organization’s letterhead. The second option is preferable, since it does not require manually entering company details; in addition, such a letter looks more respectable and once again indicates that the message belongs to official correspondence. It can be written in handwriting (letters written in calligraphic handwriting are especially successful), or printed on a computer (convenient when you need to create several copies of a letter).

The letter must be certified by a signature, but it is not necessary to stamp it, because Since 2016, legal entities have been exempted from the need to use seals in their activities.

Before sending, the message, if necessary, is registered in the journal of outgoing documentation, in which it is assigned a number and the date of departure is set.

What to pay attention to when writing a letter

When composing a letter, you need to carefully monitor spelling, adhere to the rules and norms of the Russian language in terms of vocabulary, grammar, punctuation, etc. Recipients always pay attention to how well the thoughts in the message are presented and formatted.

We should not forget that the studies conducted clearly indicate that people are not willing to spend more than one minute reading this kind of letters.

The letter must be written in the correct form, without “spreading thoughts down the tree,” rather short and succinctly, to the point. Each new topic should be presented in the form of a separate paragraph, which, if necessary, should be divided into paragraphs. In addition, a concise and clear letter will let the recipient know that the author values ​​his time. Here the saying “brevity is the sister of talent” is apt.

What should not be allowed in a business letter

In business letters, a cheeky or frivolous tone is completely unacceptable, as is excessively dry text and banal “clichés.” You should also avoid complex formulations, an abundance of participial and adverbial phrases, and special terminology that is understandable to a narrow circle of specialists.

The letter must not include unverified, unreliable and, especially, deliberately false information.

It must be borne in mind that this type of message is not only part of routine business correspondence, but also, in many cases, refers to official documents that may subsequently acquire the status of legally significant ones.

How to send a letter

Any official message can be sent in several main ways.

1. The first, the most modern and fastest, is through electronic means of communication. It is convenient and quick, and also allows you to send information of almost unlimited volume.

   There is only one minus here - if the recipient has a large amount of mail, the letter can easily get lost or end up in the Spam folder, so when sending letters in this way, it is advisable to additionally make sure that the letter has been received (through a simple phone call).

2. The second way: conservative, which allows you to send the message by Russian Post. In this case, it is recommended to use the function of sending by registered mail with return receipt requested - this form guarantees that the letter will reach the addressee, about which the recipient will receive a special notification.

   Typically, sending via standard mail is used in cases where original documents, letters certified by living signatures and seals are sent.

3. You can also send a letter via fax or various instant messengers, but only on the condition that the relationship between the partners is close enough to allow this type of correspondence.

Business letters are written when communicating with partners on almost any occasion. Ready-made examples and rules for drawing up such documents can be found in the article.

A business letter can be defined as a document that is sent on behalf of the entire company to another company, individual entrepreneur or individual (for example, an investor). Essentially, any company correspondence is business letters. Their purpose is very different:

1. about cooperation.
2. cooperation, negotiations.
3. A reminder of the need to fulfill obligations under the contract.
4. An explanation of your position, a response to a previously sent letter and many others.

The document is usually drawn up on company letterhead and can be sent by regular mail or email. However, if the partner is of special importance, it is preferable to print it on high-quality, thick paper and hand it over personally or by courier. The structure of the letter resembles a typical business document - you can schematically represent it this way.

What to pay attention to when drawing up

There are no specific rules or samples for such letters, so their structure, volume and design largely depend on the specific case. For example, a notification letter will be quite concise (3-4 paragraphs), but an employee recommendation or a business proposal may take more than one page.

However, there are several general rules that you should pay attention to when drawing up a paper:

1. The document itself does not have any legal force, but is drawn up according to all the rules of execution. Its structure and style of presentation must comply with generally accepted principles of modern document flow.
2. Sentences are constructed logically, in a clear sequence. Ornate, complex, emotional, and especially colloquial expressions are absent. The tonality is neutral.
3. The presentation is always carried out only from 1 person - either in the singular, if the text is written directly from the manager, or in the plural, if it is written on behalf of the entire company.
4. The specific purpose of the drafting and the expected actions of the addressee are spelled out (send a response, consider an employee’s candidacy, agree to negotiations, send a document, etc.).
5. The paper does not reflect the individual interests of the manager or other employees, but the goals of the company as a team. If you need to establish personal contact, it is advisable to do it differently and not position yourself as a representative of the company.

TOP 5 mistakes when writing

Errors can be divided into 2 large groups - some are associated with writing as a text (violation of logic, vocabulary, other language norms), others - with a violation of business etiquette itself:

1. Spelling and punctuation errors are not allowed - the text of the letter should always be checked at least 1-2 times before sending.
2. Violation of the business style of presentation, the presence of emotional phrases, excessive politeness or, conversely, severity.
3. Negative tone - even threats must be written without unnecessary words - for example: “We reserve the right to go to court within 30 days from the date of receipt of this letter.”
4. Too large or, conversely, too small volume. Usually the entire text can be fit into 1-2 pages. However, this does not mean that all important information should not be conveyed to the partner. Volumetric data, diagrams, document forms can be included in applications.
5. Depriving the interlocutor of the right to choose. For example, you should not write: “We ask you to review and approve the final version of the contract.”

Typical template phrases

The use of standard phrases typical of business speech in the text is completely normal and even desirable. Below is a list of the most common clichés used in various situations.

2020 samples

Here are a few ready-made examples of letters that you can use as a guide when composing your own version.

Request data

Request

Commercial offer

Letter of guarantee

Claim

Gratitude

Apologies

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The types of commercial letters can be different: offer, request, request and response to a request. The article tells how to write commercial letters of all listed types and provides examples of commercial letters.

From the article you will learn:

In commercial activities, a message sent by a seller to a buyer with an offer of goods or services and the intention to conclude a transaction, indicating its specific conditions, is called a commercial offer.

How to write a commercial offer letter

According to the generally accepted standard, a letter about a commercial proposal for cooperation is drawn up on the company’s letterhead.

The required details for a commercial message include:

• Company name;
• reference information about the company;
• enterprise code;
• OGRN of a legal entity;
• Taxpayer INN;
• date of creation of the letter;
• registration number of the item;
• destination;
• commercial letter header;
• signature;
• mark about the performer.

A commercial letter can be sent to one specific addressee or several at once. Some companies use mass mailing of such letters to the widest possible range of recipients.

How to write a request letter

Letters of request are written to ensure that the addressee performs the actions required by the author of the message. In a simple situation, there is no need to present complex information, give arguments, or convince the addressee. Then letter of request It is better to start directly with the statement of the request itself.

For example:

We ask you to send a calendar plan for conducting seminars for the 1st half of 2018.

Request - a letter of request, which is drawn up to obtain official information (documents, materials, information).

Compare the texts of the two letters.

Letter of request:

An inquiry:

Letter text structure

The text of the request letter consists of two parts: justification (statement of the reasons for the request) and conclusion (request).

Unlike a request, a request can have a different structure. Such a letter may consist of:

One piece. For example:

We ask you to consider the possibility of supplying citrus fruits in the first quarter of 2018 and if the decision is positive, send us an offer.

The request consists of one part, since the situation does not require justification.

Two parts. For example:

Due to the repair of the road surface on the street. Molodtsova, in the area of ​​houses 15–27 in the period from May 15 to May 20, 2018, please ensure that traffic in the specified area is stopped at night.

If the text of the request consists of two parts, you should first state the reasons for writing the message, and then the request.

Three parts. For example:

In accordance with the agreement dated 02/12/2017 No. 22/56, your company assumed obligations to supply metal mobile racks for archival storage equipment in equal quantities in September, October and November 2017. However, you delayed the delivery of the last batch of equipment for two weeks without explanation reasons for the delay.

The delay in delivery of the last batch of shelving jeopardizes the commissioning of the archives within the time frame established by the government contract. We ask you to take measures to ship the last batch of racks in the amount of 40 pieces. no later than March 10, 2018

The justification in requests or requests may be a reference to a legislative or other regulatory legal act, a statement of facts or events.

Rules for writing letters

Letters of request and letters of request are drawn up on letterhead.

When issuing these types of messages, the following details are used:

1. destination;
2. title to the text (if the text of the letter is more than 4-5 lines);
3. signature;
4. mark about the performer.

In the process of preparing the message, they undergo approval. Approval marks (visas) are placed on a copy of the letter. A copy remains with the organization - the author letters. Marks are located on the reverse side of the original if the message is sent by fax or e-mail. If there is an electronic document management system, marks are recorded in it.

Additional information on the classification of commercial letters can be found in the article “Letters of an Informational Nature.”

How commercial requests are made

A special type of request letter is a commercial proposal request letter. This is an appeal from the buyer to the seller with a request:

• provide information about the product (work, services);
• submit a proposal for the supply of goods (performance of work, provision of services).

Commercial inquiries are used before a contract is concluded.

The text of a commercial request usually indicates:

1. name of goods (services);
2. the conditions under which the author of the letter would like to receive them;
3. quantity and/or quality;
4. timing of delivery of goods or provision of services;
5. price;
6. other information.

The following expressions are used in a commercial request:

Please inform us about the possibility of delivery...

Please make an offer for supplies...

Please provide detailed information about...

Example of a complete request:

Please inform us about the possibility of supplying flatbed scanners models SKAN-200 and SKAN-320 in quantities of 2 and 3 pcs. respectively, during March 2018, as well as inform the terms of payment and delivery terms.

CONFIRMATION LETTER

Such a letter contains a message about the receipt of any shipment (letter, telegram, transfer, parcel, goods, valuables, etc.), that the previously drawn up document remains in force (agreement, instructions, etc.). A letter is a confirmation of some fact, action, telephone conversation. Such a letter begins with words derived from the verb “to confirm.”

For example:

Confirming receipt of your proposals set out in the letter dated June 25, 2005, we are sending copies of the necessary documents to your address.

Sending such letters is a mandatory part of the business relationship. Sending them in a timely manner allows the addressee to remove control and prevent them from receiving reminder letters.

REMINDER LETTER

The letter contains an indication of the approaching or expiration of a deadline for the fulfillment of any obligation or event. Such a letter can be especially concise, contain one final part and, as a rule, begins with the word “Reminder.”

For example:

We remind you that in accordance with agreement No. 12/68 dated 05/12/2005, you must complete repair and construction work no later than the period specified in the agreement, namely 08/20/2005.

LETTER OF GUARANTEE

Such a letter is a document ensuring the fulfillment of the obligations set out in it.

In it, the addressee is usually guaranteed payment or provision of something (place, work, research, etc.). These letters have a heightened legal function, so the presentation of the text must be extremely clear and precise.

For example:

Please allocate a room for the seminar on July 14, 2005 from 14.30 to 18.00.

We guarantee payment for the rent of the premises from an account... in... a bank.

INITIATIVE LETTER

This is a letter that requires a response. Most categories of these letters express a request (suggestion, request) to the addressee in resolving some issue.

This is the most common type of letters, the subject of which is unlimited. However, their nature suggests the possibility of a positive or negative solution to the problem posed.

For example:

We invite you to take part in the work of the expert group.

Please notify us of your decision in a letter no later than December 20, 2005.

REPLY LETTER

Such a letter in its content is of a nature that depends on the initiative letters, since the topic of their texts has already been set and it remains to propose the nature of the solution to the issues raised in the initiative letters: acceptance or refusal of the proposal, fulfillment of the request.

The answer should always be stated in a specific and clear form: whether all requests can be satisfied, to what extent, within what time frame.

If the letter contains a refusal, it must be briefly justified.