How to write letters correctly in an organization. Registration of the details “Addressee”

The rules for writing letters have remained unshakable, despite the fact that life has changed. Nobody writes letters on paper with their hands anymore. They have been replaced by SMS, email and instant messengers. Therefore, the letters became shorter and more concise. At the same time, the epistolary genre has not disappeared anywhere. Each of us needs to remember and observe ethical standards so that feelings reach the recipient.

The task is even more complicated by the fact that in text you need to be able to convey the essence of your request when interacting with a business partner, when applying for a job, when trying to convince a client to buy an expensive product - in a word, in a business environment.

Save this article to your bookmarks and use it as a cheat sheet before writing each letter - you won’t regret it!

And now, in order.

Rules for writing letters:

• You must respond to all emails received.
• You shouldn’t write a response to a letter right away: you need to think it over carefully, but you shouldn’t delay the letter too much: you risk ruining your relationship with the addressee.
• If you reply to the recipient, you should send him a postcard so that he knows that his letter was successfully delivered.
• Personal correspondence must be kept in a place inaccessible to others.
• Even a personal letter must be compositionally structured.
• Before packing a letter in an envelope, it must be carefully checked.
• You need to write a letter when you are in a good mood. It is unacceptable to send letters containing angry statements or ironic hints.
• Writing anonymous letters is indecent.
• If you need to make some abstract remark or addition to the letter, you should put the designation PS (post skriptum) in front of it. You must include your initials at the end of this addendum.
• A handwritten letter should be written in legible handwriting so as not to upset or anger the recipient.
• Personal letters should be written when you are alone.
• Reading other people's letters without permission is unacceptable.
• It is unacceptable to open an envelope containing a letter that is not addressed to you.

Types of letters

I. Postcard

If you want to write something, you should pack it in an envelope. When you send postcards to several addresses at once, you need to make sure that the text is different for everyone.

II. Letter of thanks

A thank you letter exists so that you can... writing to thank a person for the help he has provided, to express his gratitude. The length of the thank you letter is quite small.

III. Reminder letter

A reminder letter serves to remind a person about an unfulfilled obligation, a forgotten debt, etc. It is written in the most polite manner possible. The reminder letter must be sealed so as not to inadvertently put the recipient in an unpleasant position in front of other people.

IV. Letter of apology

They write if they really realize their guilt and repent of what they have done. It should be written from the heart, politely and tactfully.

V. Letter of condolence.

A letter of condolence is written immediately upon receipt of sad news. If you did not manage to send it on time, do not send it at all: you should not once again remind people of their grief. The letter of condolence should be small in length. It should be written from the heart, without using beautiful quotes, without all sorts of pretentiousness. A letter of condolence is written by hand on plain paper. You should not include a postcard with this type of letter.

There are different genres: resume, complaint letter, information request letter, etc.

Scheme for writing a job application letter:

• Official appeal.
• An explanation of the reason why you are writing the letter.
• Indication of the source of information about the vacancy.
• Can you explain why you are interested in the proposed job?
• Then you need to give short description your existing education and work experience.
• You can describe your individual qualities that best meet the requirements for an applicant for the proposed position.
• Next, you should indicate that you are attaching your resume and express your readiness to provide additional information if necessary.
• At the end, you must indicate the full name and date of writing the official letter. Apply your personal signature.

Valentina
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Whatever the purpose of business letters, they are written to achieve the desired goal in business. Not every employee of an organization has the necessary competence in the field of business correspondence; with an inept approach, there is a risk of completely ruining the company’s reputation with one letter. But if you use the letter writing service from our agency, the recipient will certainly be interested in working with you.

Purpose of business letters

Business letters do not lose their relevance in solving work issues and marketing tasks. Information provided in writing is convenient because you can always return to it or appeal when resolving controversial issues. Written text allows you to formulate thoughts more succinctly and clearly than oral communication. In addition, some recipients can only be contacted by sending a business letter. And the higher the status of this addressee, the more professional the text should be composed. Kinds business letters as diverse as the sphere of business relations. Business correspondence can be commercial (a desire to conclude a deal, a claim to a party to a transaction) and non-commercial (a letter of gratitude, information, a letter of guarantee, letters of request, invitations, reminders, etc.) Based on their functionality, they distinguish between initiative letters and response letters, as well as messages that do not require a response.

How to write business letters correctly.

Features of the structure and text of a business letter

Business letters have a clear composition:

The introduction indicates the purpose and reason for the letter, and provides a link to the document that served as the starting point for this message;

The main part describes the state of affairs, provides an analysis of the situation, and argumentation.

The nature of the evidence depends on the direction of the letter: for example, to persuade to come to a conference, to invest in a project, to purchase a product;

In conclusion, a conclusion is drawn based on the above: offer, request, refusal, wish, etc.

Before the text of the letter, a polite address to the addressee is always placed (For example, “Dear Sergei Mikhailovich!”) And also at the beginning or at the end of the text there is a politeness formula drawn up according to the canons of business correspondence. Politeness formulas usually begin like this: “I express my gratitude for the assistance provided... / gratitude for the invitation... / hope for fruitful cooperation...”. When writing this type of letter, business style is observed. Its features: conciseness, clarity, unambiguity, use of terms, neutral tone, standardization.

Difficulties in writing business letters

Be well aware of the addressee and the information that he already has on your question;

Knowledge of the rules of the Russian language and the features of business style: language formulas, rules for composing sentences, etc.;

Correct and appropriate use of terminology;

Correctness in addressing the addressee.

How to write business letters correctly.

Dictionaries and samples of writing business letters can help you cope with this task on your own. But if there is not enough competent employee or time to prepare for writing business letters, a professional agency can provide this service. The specialists of the communication agency Comagency will help you develop a company letterhead, collect the necessary documents for a convincing argument, write a competent and presentable business letter, thereby improving the image of your organization.

How to learn to write business letters

Watch the video below, which easily and simply explains how to learn how to write business letters, and provides clear and understandable recommendations and practices for training:

What do you plan to outsource in 2017?

Service letter is a generalized name for documents of various contents that serve as a means of communication with institutions and individuals, reporting something, notifying about something.

Business letters are drawn up to inform the correspondent, communicate to him information that may be extremely important to him, letters are written in order to obtain the necessary information, in order to establish contact, establish business connections, so that in the future it will be possible to carry out joint activities, make transactions, etc. Business a letter is a means of rapid information exchange in the implementation of joint activities. A letter can be used as confirmation of oral agreements, as a guarantee of undertaken obligations, as a requirement to fulfill the conditions assumed, as a reminder. In addition, in any of these cases, a business letter is always a way of presenting the company. Just as the first impression of a person determines the attitude towards him for a long time, the form of the letter, the envelope, the design of the letter and, finally, the text can produce a favorable or unfavorable effect on the recipient of the letter. So, if you want this impact to be favorable, the business letter must be impeccable in all respects.

A business letter should not be long. In business relationships, every minute is precious, so you need to express your thoughts concisely, simply, and clearly. The letter should contain only information that is directly relevant to the case. The letter must be written logically, clearly, and understandably. In a business letter, you should use complex language, complex concepts, and the business letter should not be dry, it should interest the addressee. At the same time, this does not mean that the letter should be emotional, much less expressive. Even if the situation itself is quite tense, causing serious fears or concerns, emotions should be restrained in the letter, the tone of the letter should be outwardly calm and neutral. Moreover, familiarity is not allowed in a letter. Conversational manner of communication, informal style - not for business writing.

The following requirements apply to business letters:

− a business letter is drawn up on a special form - a letter form (for other types of correspondence, special forms can also be used: telegram forms, fax message forms, telephone message forms);

− the formatting of a business letter must comply with GOST R 6.30-2003 ;"

− a business letter is signed by the head of the organization, or his deputy, or another official in accordance with the distribution of responsibilities between management accepted in the organization;

− the letter must be devoted to one issue; several issues can be considered in a letter only if these issues are interrelated and one decision will be made on them;

− the letter should not be large in volume (most letters - up to one page of text, and only in exceptional cases requiring a detailed description and analysis, a letter may contain more than one page of text);

− a response must be given to an initiative letter (request, inquiry, demand, etc.);

− a business letter must be written correctly, accurately, without corrections;

− a business letter must contain objective information about the events and facts presented, and, if necessary, have explanatory and supplementary materials.

Computer technology is used to prepare and format business letters. The official nature of business correspondence and the ethics of business communication require High Quality production of documents on printing devices, the following should be observed:

− uniform document design style;

− established sizes of service fields;

− correct location of the addressee, signature, date, registration number and other details;

− equal paragraph indentations if the paragraph begins with a red line;

− clear, clear imprints of signs;

− a straight line of lines, letters;

− equal spaces between characters, letters and numbers.

The preparation of documents transmitted via telecommunication channels has its own characteristics and involves:

− presence of service headers;

− message volume limitation;

− use of an established limited set of abbreviations;

− registration in accordance with the rules established by communications authorities.

From everything that has been said previously, it follows that composing the text and designing the letter requires a creative attitude. Each specialist must not only be competent in his field of activity, but also be literate, master the skill of formulating thoughts and formalizing them within the framework of the requirements of current regulatory documents. Theoretical principles, no matter how fully they are presented, require for their assimilation and practical application to be shown models, samples and examples of their specific implementation.

Correspondence skills, as a rule, are developed with experience, so the letter writer needs to carefully study the previous correspondence of the organization, use letters previously compiled by specialists as samples, study the rules of correspondence, analyze the features of composing texts of letters on the subject of the organization, taking into account its goals, objectives, specifics activities. An important role is played by a person’s general culture, his knowledge, skills, and outlook, so it is very important to constantly work on oneself, improve the general culture, including the culture of business communication and the culture of speech.

Preparing a letter includes the following stages:

Studying the essence of the issue;

Collection of necessary information, including from previous correspondence;

Preparing a draft letter;

Project approval (if necessary);

Signature by the manager.

Draft letters are prepared by executors on behalf of the head of the enterprise.

Business letters are drawn up on letterheads in accordance with GOST R 6.30-2003, as a rule, with angular placement of permanent details (“stamp”). Forms with a longitudinal arrangement of permanent details for letters are used less frequently, mainly by authorities and higher organizations. A4 and A5 formats are used. A5 format is used if the letter does not exceed 7-8 lines.

The first page of the letter is printed on letterhead, the rest - on blank sheets of A4 paper.

The letter must be prepared in at least two copies.

The first copy is drawn up on letterhead and sent to the addressee, the second (it is called a copy) is printed on a blank sheet of paper and filed as evidence of the work performed.

When preparing business letters, the following details are used:

− State Emblem of the Russian Federation;

− coat of arms of a constituent entity of the Russian Federation;

− organization emblem or trademark (service mark);

− organization code;

− main state registration number (OGRN) legal entity;

− an identification number taxpayer / reason code for registration (TIN/KPP);

− document form code;

− name of the organization;

− reference information about the organization;

− document date;

− registration number of the document;

− addressee;

− resolution;

− title to the text;

− control mark;

− text of the document;

− mark about the presence of the application;

− signature;

− visa document approval;

− seal impression;

− note about the performer;

− a note on the execution of the document and sending it to the file;

− a note on receipt of the document by the organization;

− identifier electronic copy document.

The listed details can be divided into three groups:

− details of the letter form: State Emblem of the Russian Federation; coat of arms of a constituent entity of the Russian Federation; organization emblem or trademark (service mark); organization code; main state registration number (OGRN) of the legal entity; taxpayer identification number/reason code for registration (TIN/KPP); document form code; name of company; reference information about the organization;

− details used when composing a business letter: reference to the registration number and date of the document; destination; title to the text; text; mark about the presence of the application; signature; visa document approval; seal; mark about the performer;

− details used when working with business letters and necessary for organizing document flow, executing letters, systematizing letters and organizing their storage: document date; document registration number; resolution; title to the text; control mark; a note on the execution of the document and sending it to the file; a note on receipt of the document by the organization; ID of the electronic copy of the document.

The text of the letter most often consists of an introductory part and a main part. The introductory part indicates the reasons for drawing up the letter, accompanied by references to facts, dates, and documents. The main part of the letter states its main purpose (offer, refusal, request, guarantee, etc.).

The text of the letter is written in the first person plural: “we ask..., we send...”, or the third person singular – “the enterprise considers..., the organization has considered...”.

If the letter is written on the official letterhead of the head of the organization, then the text, as a rule, is written in the first person singular: “I offer..., I ask...”.

The text of the letter may begin with an appeal.

This small part of the text is extremely significant for communication purposes. A correctly chosen message not only attracts the addressee’s attention, but also sets the right tone for the correspondence and helps establish and maintain business relationships. The importance of the appeal is determined by the author of the letter; the appeal allows you to secure a listener. The punctuation mark following the address deserves special attention. A comma after an address gives the letter a casual character, while an exclamation mark emphasizes significance and official character. The appeal is printed in a centered manner.

Dear Mikhail Petrovich!

Mrs. Petrova!

Dear Mr. Smirnov!

Mr. President!

Dear Colleagues!

The letter is usually composed according to the following scheme: introduction, main part, conclusion.

“In accordance with the Decree of the Government of the Russian Federation dated June 27, 2003 No. 620 “On approval of the Model Regulations...”.

The main part contains a description of the event, the current situation, their analysis and the evidence provided.

The conclusion of the letter represents conclusions in the form of requests, proposals, opinions, refusals, reminders.

Letters should only use officially accepted abbreviations, designations and terms. Names of institutions, organizations and positions, titles, units of measurement, geographical names and others must correspond exactly to the official names.

The final part of the text may end with an expectation for the fulfillment of a request, as well as with a politeness formula:

The letter may contain only one final part.

A note about the presence of attachments is printed two intervals below the text of the letter from the left border of the text field if the letter includes an attachment to it.

The signature is separated from the text by three line spacing.

Approval visas are issued on a copy of the letter remaining on file. Visas are placed at the bottom of the letter.

The executor's note is printed on the front or back of the last sheet of the document on the left side of the document.

The date of the letter is the date of its signing.

Letters are signed by officials in accordance with the distribution of responsibilities and the assignment of their right to sign documents in the regulations on structural units and job descriptions.

Before the “signature” attribute, there may also be a politeness formula, which is printed from the paragraph and separated from the position by a comma, for example:

The politeness formula might look like this:

Yours sincerely, …

Best wishes, …

With sincere gratitude,...

Sincerely, …

The seal certifies the authenticity of the signature of an official on documents certifying the rights of persons, recording facts related to financial, material resources, etc. The seal certifies letters containing obligations (letters of guarantee), confirming facts, events, letters of financial content.

The seal imprint on a document may capture part of the job title, but not the signature of the official. The imprint of the seal affixed must be clearly readable.

The layout of a business letter is shown in Fig. 7.

If the text of the letter consists of two or more paragraphs, then the letter begins with the 5th character (from the margin line). Text without paragraphs can be printed directly from the left margin.

The text of the letter should include three structural elements: an introductory part outlining the reason for writing the letter; evidentiary part; the final part, which sets out the request, consent, refusal, etc.

The reverse order of structuring the letter is possible: the final part is given before the evidentiary part. This procedure is typical for letters from higher organizations.

Appendix: on ... sheet, in ... copy.

Job title

head (signature) AND ABOUT.

Job title

(signature) I. O. Last name

00.00.0000

Performer (I.O. Surname)

Telephone (000 00 00)

ID of the electronic copy of the document

Fig.7. Business letter layout

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Writing plan

1. In the first introductory phrase, inform about the purpose of your letter introducing your company, product, services.

I am writing to you to introduce our company.

I am writing to you to introduce our company.

I am very pleased to introduce our company.

I am pleased to introduce our company.

Further to our telephone conversation I am very pleased to write you more about our company and its products.

Continuing our telephone conversation, I am very pleased to tell you more about our company and the products it produces.

With reference to our telephone conversation of May 19 regarding the educational software, I am very pleased to inform you.

According to our telephone conversation on May 19, regarding the training programs, I am very pleased to inform you.

I am writing to you in connection with…

I am writing to you about...

With reference to our telephone conversation this morning I am writing you to confirm…

According to our telephone conversation this morning, I am writing to you to confirm...

I am writing to you regarding…

I am writing to you regarding...

You may remember we met and exchanged addresses at the CeBIT’2004 in Hannover.

You may remember that we met at CeBIT’2004 in Hannover and exchanged addresses.

We are a company which imports tools for the industrial and do-it-yourself markets.

Our company imports tools for industry and DIY consumers market.

2. List the main advantages, innovations, advantages of the proposed product and services.

This is a new reviewed edition including more than 20 new pictures.

This is a new, revised edition that includes more than 20 new pictures.

3. Determine the market segment in which you propose to introduce your product. Identify potential customers.

Our customers are small entrepreneurs.

Our consumers are small business entrepreneurs.

We are working for teenagers.

We work for teenagers. We produce products for teenagers.

We suppose that our products will be of interest for young families and people with rather low income level.

We believe that our products will be of interest to young families and people with fairly low incomes.

4. Make a specific proposal for cooperation: wholesale or retail sales, licensing agreement, creation of a distribution network, etc.

We are particularly interested in long term working relations.

We are particularly interested in long-term working relationships.

We are looking for German companies to create a chain of retailers.

We are looking for German companies to create a retail network.

In fact we are interested in license agreements only.

In reality, we are only interested in licensing agreements.

5. If you are enclosing product samples, you must explain which products are in the series offered.

I am enclosing 5 copies of the software mentioned above.

I am attaching 5 sample programs mentioned above.

Please find enclosed 3 units of the “Smart Styler” for evaluation.

3 samples of the Smart Styler product are included for testing and evaluation.

6. Express your willingness to answer all questions that may arise during the product evaluation process.

If there is any further information you require, please contact us.

Please let us know if you require further information.

We will be pleased to supply any further information you require.

We will be happy to provide you with any information you require.

Please do not hesitate to get in touch if you need any further information.

Please let us know if you require further information.

7. End the letter with a standard phrase, expressing hope for cooperation.

Hope to hear from you soon.

We look forward to hearing from you.

We hope to hear from you soon.

We look forward to doing business with you.

We look forward to working together.

We would be grateful for an early reply.

We would be glad to receive your prompt response.

Hope for future cooperation.

We look forward to working together. Looking forward to working together.

8. Your signature, name and position

Golden Rule:

You need to list all the achievements, advantages of your company, product, service, and your personal ones honestly, without undue exaggeration. Any information can be easily verified.

Golden Rule:

A formal business letter should be written as a personal letter, addressed to him alone, the recipient. No cold, formal phrases!

The entire world business is built on personal relationships, and they must be built!

Golden Rule:

The letter should be both informative and concise and take no more than one page. Remember, no one will read more than one page. The letter should end with a direct statement of what you expect from this company. It is this final phrase that will be remembered most.

Golden Rule:

When writing any letters, you should always be guided by the formula:

KISS = Keep It Short and Simple

Example 1. Representations of a company that develops educational computer programs.

I am very pleased to introduce you to our company and its software products for possible cooperation with your company.

Our interactive software products “Open” versions contain the latest achievements of the modern technologies and make the educational process very attractive and effective. This “Open” version is a unique combination of possibilities to listen and read texts, make computer experiments and solve a set of problems. I would like to point out that there are no such quality educational software products on the German market at the moment.

“Open” version is highly recommended for high school and college students as well as for self education.

This “Open” version includes at the moment:

"Open Physics" (2 parts, 2 CD-ROMs), German/ English/Russian/French, and

“Open Math” (6 parts, 6 CD-ROMs) German/ English/Russian/French.

The software mentioned above was developed by joined venture Open Learn Inc. (USA) – MATHEMATIC Ltd. (Russia) and widely used in USA, Russia and Europe.

Since our business is expanding in German speaking part of Europe, we are interested in long term contacts with German software retailers and consider Media Surep-Market to be one of the best.

Therefore, please, find the “Open” set enclosed for your review and evaluation.

I'm looking forward to hearing from you soon.

Sincerely yours,

Example 2.

Would “Seans Printers” be interested in marketing the exciting new ink-cartridges from “Russian Rainbow ink”?

I have developed and own all the rights to perfect ink-cartridges for “Seans Printers” which I feel could be selling exceptionally well in a printers industry such as yours.

The new ink-cartridge offers a variety of benefits to its users.

The colors of ink are perfectly fresh and bright.

The cartridge itself is the same size as the item you are using now, but contains two times more different colors.

The quality of printing is higher in comparison with the current models you used.

I honestly believe that this product would fit very well with the realistic pricing and strong distribution channels that seem to be the hallmark of “Seans Printers”.

This letter is not a broadside attempt to attract anyone and everyone who would be interested in new ink-cartridge.

It is being sent solely to “Seans Printers”, and I would truly appreciate you getting back to me as soon as possible so we could discuss the prospects of this issue further.

Please consider the new ink-cartridge and let me know your thoughts!

Example 3.

A proposal to produce and sell in Russia a product owned by a foreign company.

I would like to explore the possibility of doing some business with your company.

I recently visited Boston and needed some toy as a present for my own personal use. I bought the “Selfeducable Box” developed by your company and it did exactly what I needed.

The thought struck me that if packaged correctly and properly marked, this product could prove to be a very effective promotional tool, at least for education.

I propose to produce and package your product, along with complementary products, and sell it in Russia initially to our clients in the book stores and libraries field. We believe that this more direct approach to selling you product would help establish some significant long term relationships.

I would like to know what could be worked out in the way of a royalty/licensing agreement for us to use the “Selfeducable Box”. As an alternative means to sell your product, this could prove to be an excellent way to “Magic Tools” and “Selfeducable Box” to the Russian market that is, at the current moment, untapped.

I would appreciate your thoughts.

Sincerely yours,

Example 4.

An offer to find a publisher abroad for a book by a Russian author.

As a follow up to our discussion yesterday, I am enclosing a copy of our “Emergent Markets” book which was published by Moscow Business Press. It has been received very well by the press.

By the spring of 1999, the book will have been published in four languages: Russian, Chinese, Danish and Slovenian. As I mentioned to you, I would very much like to also see an American edition. I believe the issue of Emergent Markets will be very timely in USA. Could you help me to find a good publisher? I would be most grateful.

As such cooperation evolves; I would also like to look into the possibility of talking to some of your colleagues in the Bergamon Press in the same subject.

Do you think there would be an interest?

I am looking forward to hearing from you.

With kind regards,

Yours sincerely,

Example 5.

Offer to receive correspondence business education.

Dear Mrs Vancouver

Thank you for your interest in the World Open University Business School.

The Business School provides management development designed for people in full-time employment. In choosing this type of program you will be able to focus on your own organization and situation as a basis for practical assignment, while gaining insight into other organizations and industries from case studies and from interaction with your local study group.

The World Open University is the world’s leading university in “Supported Open Learning”. It has more experience and expertise than any other university in providing effective, high quality education for adults in full-time employment.

Our programs are relevant to your work and career, and guarantee flexibility, where you learn at a pace which fits in with your other commitments.

The World Open University is a recognized British state-university, and the Business School’s MBA is acceredited by AMBA, which accredits only the top 30% of all Europeam MBA programs.

Before deciding on your next step, take advantage of our local advisory service! We offer regular information evenings in Moscow and St.Petersburg or the choice of a personal appointment at a time convenient to you.

Example 6. Response to a newspaper advertisement about an offer to represent a Russian company in the USA.

Re: Your Advertisement in the Business Weekly

I learned from the Business Weekly that you are interested in representing Russian companies in the United States.

Our company is not yet represented in the USA. Last year we commissioned a market research institute to investigate the market there for sales of our products. The results of the study were very encouraging, and we are therefore now looking for a representative in this region.

The Business Weekly wrote very highly about your achievements as a new start–up company, so I think that we could cooperate successfully.

Therefore could you please let me have some references and a list of the companies which you represent?

Please mail or fax me the references, together with the name and telephone number of a contact with whom I can discuss the project in detail.

With hope for future cooperation.

Sincerely yours,

Exercise 1. Offer to represent a foreign company in Russia.

Below is the text of a letter offering representation services by a Russian company for a certain foreign company. The text of the letter is divided in any way. Using the above plan for composing such letters, create a letter formula for a real letter. Check the result by clicking the “Check” button.

Dear Mr Heathrow

d. If you are interested in being represented in Russia, I am confident that you would be satisfied with our services.

b. Our company “Soft-System” has been working in the software industry for more than 10 years, and we are very interested in representing you and selling your system software in Russia. Please let us know if you are interested in distributing your software in Russia.

a. We received your address from the Moscow branch of the American Chamber of Commerce.

e. We enclose a brochure and further details of our organization for your information.

f. I look forward to hearing from you soon,

c. We currently represent two American and one French company of great renown here in Russia. I would like to point out that we enjoy above average sales results. We employ a well-trained and efficient sales staff, and also have adequate facilities and means of transportation.

Sincerely yours,

Correct answer: a, b, c, d, e, f.

Below is the restored text of the letter.

Example 7. Offer to represent a foreign company in Russia.

Dear Mr Heathrow

We received your address from the Moscow branch of the American Chamber of Commerce.

Our company “Soft-System” has been working in the software industry for more than 10 years, and we are very interested in representing you and selling your system software in Russia. Please let us know if you are interested in distributing your software in Russia.

We currently represent two American and one French company of great renown here in Russia. I would like to point out that we enjoy above average sales results. We employ a well-trained and efficient sales staff, and also have adequate facilities and means of transportation.

If you are interested in being represented in Russia, I am confident that you would be satisfied with our services.

Promises: – urgent, spectrum (of services)–wide, discounts–significant / insignificant, proposal–constructive, disagreement–significant / insignificant, profitability–high/low, calculations–preliminary or final and so on.

Thank you letter to supplier

Letter #1:
Dear Ivan Ivanovich,

expresses his gratitude LLC "Delopis.ru" for mutually beneficial and fruitful cooperation for several years.

Your company is a company that is really interesting to work with, because "Delopis.ru" A very dynamically developing company that every year releases new products of excellent quality to the market. I would like to separately note that, just six months after entering the market, it was able to win its regular customer.

We are looking forward to the release.

We hope that in the coming September 2013 year exhibition LLC "Delopis.ru" will once again delight us with its new products.

"Delopis.ru"– this is a team of professionals with whom you can deal!

Sincerely,
Petr Petrov

Letter #2:
Dear Ivan Ivanovich,

Company "Delopis.ru" is a repeated winner of competitions for the purchase of products and services for government needs, and has established itself as a reliable supplier partner.

For the entire period of cooperation, starting from 2005 year, deliveries were carried out on time and in full.

During the work process, the company's employees showed a high level of professionalism and communication skills.

We express our gratitude for many years of joint work and look forward to further fruitful cooperation.

Sincerely,
Petr Petrov

Letter #3:
Dear Ivan Ivanovich,

With this letter we express our gratitude to the company "Delopis.ru" for timely compliance with delivery deadlines, installation work by a team of professional installers with extensive experience and high professionalism in their field. I would especially like to note the high quality of the products, which have proven themselves to be the best throughout the entire period of operation.

Sincerely,
Petr Petrov

Letter #4:
Dear Ivan Ivanovich,

The company expresses its gratitude and appreciation to you for the high-quality and timely delivery of equipment, and for your attentive approach to the task.

We would also like to express our personal gratitude to the head of the department Alexey Alexandrovich Semchenko for professionalism, patience and ability to resolve issues as quickly as possible.

Sincerely,
Petr Petrov

Letter #5:
Dear Ivan Ivanovich,

thanks LLC "Delopis.ru" for timely delivery of products to city repair facilities Tver.

has established itself as a reliable supplier that ships equipment in full and on time. The supplied products are of consistently high quality and have passed all necessary tests and certifications.

In addition, it provides information support to our company, providing professional consultations on the entire range of electrical equipment.

Thank you for your cooperation and quick response to the stated volumes. We are ready to continue working on joint projects.

Sincerely,
Petr Petrov

Letter #6:
Dear Ivan Ivanovich,

I thank the company team "Delopis.ru" and you personally for successful and fruitful cooperation with us in the city’s construction market Moscow.

During the period of our collaboration, the company "Delopis.ru" has established itself as a reliable supplier of quality products, capable of performing complex tasks at a high professional level.

I sincerely wish you and your company prosperity and further success in implementing new projects.

Sincerely,
Petr Petrov

Today, almost everyone actively uses the Internet. But business correspondence has not ceased to be relevant and important. It was simply transferred to other media. The publication will tell you how to correctly compose and format a business letter.

What can a business message contain?

First of all, business correspondence provides an opportunity to exchange any opinions or suggestions with employees and business partners. The letter can contain requests, complaints and other thoughts to eliminate misunderstandings between companies. In general, business correspondence is a type of official correspondence.

Differences from other letters

The main differences can be summarized as follows.

• Stylistics of presentation.
• Availability of official chain of command.
• Vocabulary without strong expression of emotions.
• As a rule, the letter takes no more than one page.
• The font is the same throughout the text (neither small nor large).
• Usually drawn up on the official letterhead of the organization.

Types of business letters

Letters to be answered:

• Request.
• Petition.
• Requirement.
• Offer.
• Appeal.

Letters that do not require a response:

• Informational.
• Notification.
• Accompanying.
• Warranty.
• Warning.
• Reminder.

Letters of a commercial nature. They are usually needed during the validity period of the contract or to conclude an agreement:

• Request.
• Response to request.
• Reminder.
• Claim.
• Offer. This is an offer to enter into an agreement or make a transaction.
• A warning about the need to fulfill obligations, about termination of agreements, and so on.

Non-commercial letters:

• Invitation.
• Informing about something.
• Expression of gratitude.
• Recommendations.
• Request.
• Instructions.
• Covering letter.
• Expression of condolences.
• Congratulations on any occasion.
• Letter of guarantee.
• Confirmation of receipt of goods, provision of services, etc.

Classification of business letters by structure:

• Compiled according to a strict pattern.
• Written in free form.

Types depending on the recipient:

• Ordinary. Sent to one addressee.
• Collective. Sent to one person, but from several persons.
• Circular. Sent to multiple recipients.

The form of the letter is as follows:

• Sent in regular postal envelopes.
• Handed in person.
• Sent as a fax.
• Sent by email.

As you can see, a business message can be framed in different ways and with different intentions. But it is worth noting that in some cases, for ethical reasons, it must be written by hand rather than typed on a computer. This applies to congratulations and condolences.

Parts of a letter

A proper business letter is always divided into several parts. These are introductory, main and final. Moreover, they are logically connected to each other.

As a rule, the introductory part contains information about the circumstances that led to the writing of the letter. The main text is the content itself, the essence of the message. The final part summarizes the results, which can express refusal, agreement, request, and so on.

Writing principles

Any business message should be written as follows.

1. Impartially.
2. Addressed (that is, intended for a specific person).
3. Reasoned.
4. Reliable.
5. As complete as possible.
6. All information in the text must be current at the time of writing.

Stylistic features

The rules for writing a business letter state that it is necessary to adhere to strict style. It is necessary to use only those means of speech that are typical for official documents. That is, a formal business style would be appropriate. The language should have the following features.

• Formality.
• Accuracy of information presentation.
• Objectivity.
• Structured.
• Informative but concise.

The essence of the matter should be stated in simple short sentences, focusing on verbs. There is no need to overload the text with adjectives, or use little-known and highly specialized terms that the recipient may not understand. This will only cause negativity and rejection. It's better to try to explain in simple terms, in clear words, more facts and specifics. Business style does not allow the presence of uninformative and “watery” texts.

You should not lead up to the final part with unnecessary and long speech patterns. Also, illogical and inconsistent proposals will not work. Therefore, it is better to exclude participial and participial phrases. Each paragraph should reflect only one specific idea. After completing the text, it is better to check it for errors several times by reading the letter out loud.

Requirements for the form

According to the rules of a business letter, it is better to write it on the company’s letterhead. The following basic requirements are put forward to it.

• In the middle of the form you need to insert the Coat of Arms of the Russian Federation if the enterprise is state-owned.
• Place the letter on an A4 sheet.
• Leave the field on the left empty (at least 3 centimeters). This is necessary because after some time the materials will be filed with the rest of the documents.
• The most optimal font is considered to be the standard “Times New Roman”, size 12 and with a line spacing of 1.5-2. It is best understood when read.
• In the header of the letter you must indicate the name of the organization, its actual and legal address, telephone number and email.

Design features

If it took several pages to complete a business letter, then you need to number it starting from the second. For this, it is recommended to use Arabic numerals. There is no need to put dots next to the numbers.

The letter must be divided into paragraphs and, if necessary, subheadings. The text should not look like a continuous flow, as it will be poorly perceived. Paragraphs will show where other thoughts end and begin.

It is important to note that typos, erasures and any corrections are unacceptable for business correspondence. They will indicate the opponent’s illiteracy and frivolity.

Details used

The letter usually includes the following information.

1. The full name of the company, not just an abbreviation.
2. Phone number, fax number, bank account and email.
3. Addressee. Moreover, the name of the company should be used in the dative case. If you need to indicate your last name and position, it is recommended to use the dative case. If the recipient has a title or academic degree, this should be indicated before the person's name.

It is important to note that each attribute should be written with a capital letter and on a new line.

Addresses in a business letter

A formal message should always be framed in a neutral tone. Addresses to the addressee should have the same form. Phrases like “Good afternoon” will be inappropriate. If you want to greet, it is better to use a formal “Hello.” But the most literate option is considered to be addressed by first name and patronymic. And it doesn’t matter how long the acquaintance with the recipient lasts. The short form of the name cannot be used in the letter (for example, Petya, Anya, and so on).

Addressing someone older or higher in position will help maintain interpersonal distance and show respect for a person. However, it is worth noting that in some companies, on the contrary, it is customary to use “you” when communicating, even in writing.

It is worth noting that the address “Dear Sir” cannot be used without subsequently indicating the name of that person. You should also avoid abbreviations “Mr.,” “Ms.” If you need to address a group of people, you may not indicate names. Then you can briefly write: “Dear sirs!” According to the rules, you should always put an exclamation point after calling someone by name. For example, a similar phrase in a business letter would look like this: “Dear Alexander Sergeevich!”

In the final part, you can use various options. “With best wishes”, “With respect”, “With hope for cooperation” and so on. Here, messages should be formal but friendly in tone.

Design of the final part

Finishing the letter correctly is also very important. In the final part, you need to summarize what was said earlier. However, you should not stretch your conclusions to 10 sentences. It should be remembered that in business style Laconism and brevity are valued. It is better to limit yourself to simple phrases. As an example, several constructions that are appropriate in the final part of business correspondence will be given. Business letters should be completed as correctly and politely as possible.

• Gratitude for help or attention. “Let me express my gratitude for...” "Thank you!"
• Assuring the recipient of something. “We would be glad to cooperate with you.”
• Expressing hopes for the future. “We hope to hear from you soon.”
• Request for something. “We would be grateful if you report the results.”
• Apologies for any inconvenience caused. “We apologize for the delay in payment.”

How to say goodbye to the recipient

Despite the fact that the correspondence is business, you can say goodbye in a business letter in different ways. To do this, you should use so-called closing phrases.

As an example, the following options can be given:

1. Yours sincerely.
2. Sincerely.
3. Best wishes.
4. I wish you success in your work.
5. We hope to continue cooperation.
6. We were glad to provide the service.

There may be other options. Here the choice of the final phrase is purely a matter of taste.

Signing

The sender must put his signature at the very bottom of the sheet. But it is extremely important to do it correctly so that the document has an official appearance.

You need to indicate your position, initials, last name, and sign opposite. Additionally, you can provide contact information (personal email address or phone number). This will demonstrate the recipient's willingness to communicate and cooperate.

Failure Features

It is also important to know how to write a business letter if you need to refuse something. After all, even a veiled negative or refusal will not go unnoticed and will entail unpleasant consequences. After this, you cannot count on a positive or even neutral attitude towards yourself. When composing a letter, you do not need to give in to emotions. It’s better to keep yourself within limits, even if the recipient is very annoying. Refusal letters should always be re-read several times, paying special attention to the tone of the message.

The message should not begin with a categorical “no,” no matter how it is expressed. Otherwise, the recipient will get the impression that he is uninteresting and unimportant. It is better to present non-contrived, convincing explanations first. When the reasons for the refusal are briefly listed, you can smoothly move on to stating the fact. In this case, according to business letter etiquette, it is recommended to use the following type of wording.

• Unfortunately, we are unable to fulfill your request.
• We are sincerely sorry, but we are forced to refuse your offer.
• We deeply regret, but we cannot accommodate your request for the following reasons.

Ideally, at the beginning of the letter you should briefly state the addressee’s request. This way he will understand that his proposal has really been reviewed, and he will probably appreciate it.

Features of composing an email

Today, people are increasingly interested in how to write a business letter if it needs to be sent by email. For such correspondence, the same rules as mentioned earlier apply. However, electronic business messages have their own characteristics.

• The login must be solid and adequate. For example, [email protected]- a bad option, but [email protected]- good.

• The “subject” field is always important to fill out. It will make it clear what the message will be about. If the letter is intended for an unfamiliar person, then the heading should be interesting. But it's important not to overdo it. Topics like “Unique offer only now”, “Urgent” will only cause rejection. The title should be composed of 3-5 words, containing the essence of the message.

• If correspondence is with a stranger, then first you need to tell him how you found out about him and what the company does. Without such an introduction, the message may be considered spam and immediately deleted.

• It is better to highlight important points in the text in bold font. In this case, it is unacceptable to use different colors.

• Caps cannot be used in an email business letter. Even subheadings and the topic title should not contain all capital letters. The same goes for duplicate punctuation marks.

• It is better to divide the text into paragraphs, leaving a blank line between them.

• The shorter the message, the faster they will respond to it.

• A signature is required. In emails it usually consists of several lines and includes the sender’s name and position, company name, phone number and website address.

• You can attach text files and images to the letter. This is very convenient, because additional materials, comments, explanations and detailed descriptions distract from the essence. Therefore, it is better to place them not in the body of the letter, but in attached files.

• If business correspondence has been going on for a long time and a warm, trusting relationship has been established, then the use of emoticons in the email is allowed. They will help to “spice up” a little and defuse communication. But they should not be abused, and they are generally unacceptable in paper letters.

Instructions for writing a letter

Writing a business letter can be divided into several stages.

1. First you need to specify the addressee. To do this, in the upper right corner of the form you need to write the initials, surname and position of the recipient. If the addressee is an organization, then its legal address should be indicated.

2. Address to the recipient. It should be placed lower in the middle of the form. It has already been said which phrases can be used. Usually the address looks like: “Dear Igor Petrovich!”

3. Statement of purpose. Below, on a new line, you need to write the main thoughts, the whole essence, mentioning the reasons for the appeal. If we are talking about some problems, then it is worth offering options for solving it. If this is a proposal for cooperation, then you need to explain how it will happen. If the letter reflects a complaint, then it is worth asking for specific measures to be taken. In a word, the recipient must understand from the text what exactly they want from him.

4. Final part. And finally, on a new line you need to insert the final phrase and signature.

Letter of thanks

This sample demonstrates what a thank you letter can look like. However, there is one flaw in this example. Instead of the line “To the Flagman company,” you could insert a greeting phrase and the names of those to whom the letter was intended.

An inquiry

This is a sample business query letter. There are no shortcomings in it. All rules for writing an official letter were followed. From the text it becomes clear what problem has arisen and what needs to be done to solve it. The message also contains all contact information, a welcome message, a closing phrase and a signature.

So, the publication demonstrated how to write letters intended for business partners. This should be done correctly and competently, so as not to lose face. After all, the future of the company depends on it. It is also important to respond to business messages in a timely manner. This can be done within three to seven days from the date of receipt of the letter.

In this article you will find information on working with difficult letters that are often found in business interactions, and you will also see samples of business letters. These are letters, the need to write which arises in a situation of violation of business interests: a letter of request and a letter of claim.

Since the situation in itself is quite difficult, writing a letter in such a situation is a very important issue, in which it is important for the author to be competent, polite, correct, and at the same time, able to firmly defend his business interests.

Help to successfully resolve the complexities of “difficult” letters:

• Competent attitude in interaction: a firm but correct attitude towards partnership
• Choosing the appropriate writing style (formal business or confidential business
• Competent and logical handling of facts

Samples of business letters.

(attitude – partnership, style – official business, convincing handling of facts)

Dear Colleagues!

In order to take measures to ensure the quality and reliability of the KIP-12 device under operating conditions, produced by the Optics Institute since 1992, we address you with the following request: consider the possibility of providing the Optics Institute with information on the operating parameters of the device under real operating conditions (details in attachment). The data you send will allow the institute to collect the information necessary for analytics, conduct monitoring, and will contribute to a more prompt solution to issues of improving the quality and reliability of the KIP-12 device.

Please inform us in your response letter about your decision to assist us. If you need additional information to make a decision, please also indicate it in your response letter.

Sincerely,

Technical Bureau Team

Institute of Optics

Business letter. Sample request letter(attitude – partnership, style – confidential and businesslike, convincing handling of facts)

Dear Colleagues!

We are very interested in improving the quality and reliability of the KIP-12 device, which we have been producing since 1992 and which has been firmly used in the work of your company since 1995. Therefore, we turn to you with this request.

To improve the quality and reliability of the KIP-12 device, we need detailed data on the operation of this device under operating conditions. In implementing this task, we really count on your help and direct participation. Considering the long-term and positive cooperation of our companies, we turn to you with a request - an offer: to help us collect and provide statistical information on the operation of the device. We will be grateful if you find an opportunity to collect statistics for us on the specified parameters (details in the application). This will allow us to monitor the efficiency of the device and quickly take measures to improve the quality and reliability of its operation.

Please let us know if you are ready to assist us in principle. If you need additional comments or have questions to make a decision, we are ready to answer them.

We will be grateful for your response.

Sincerely,

Ivan Ivanov

Head of Technical Bureau

Institute of Optics

Business letter. Sample letter of request and sample letter of claim.

Letter - request (attitude – partnership; style – confidential and businesslike; convincing handling of facts)

Letter - complaint (attitude – partnership; style – official business; convincing handling of facts)

Dear Andrey Ivanovich! We appeal to you with a request to resolve the situation that has arisen with the implementation of the ABS project. Until now, we have not had any problems in interacting with your company; all agreements specified in the Contract have been observed. We are confident that the current situation can still be corrected. The success of the ABS project is extremely important for our company. Therefore, we ask you until 08/06/2010. provide information on sending control samples. We hope that your response will clarify the situation and alleviate our concerns regarding the success of the project. Sincerely,

Dear Andrey Ivanovich! On behalf of the management of Rosstans OJSC, I am writing to you in connection with the need to resolve the situation that has arisen with the implementation of the ABS project. I am forced to report that this situation causes us extreme concern. According to the terms of contract No. A-122 dated 02/07/2010. clause 4.3. 60 days before the start of the planned delivery of products, Star LLC must send control samples of products to Rosstance OJSC, notifying Rosstance OJSC of the fact of shipment. According to the schedule (Additional agreement No. 1 dated 03/11/2010 to Contract No. A-122 dated 02/07/2010), the start date of the planned supply of products is 10/01/2010. The deadline for sending control samples is no later than 08/02/2010. Today – 08/04/2010. At the moment, we have not received information about sending control samples. In this situation, the ability of Star LLC to fulfill its obligations raises serious concerns for Rosstance OJSC and forces it to think about applying penalties provided for in clause 7.2. Contract No. A-122 dated 08/07/2010. To prevent this, we offer you until 08/06/2010. inform us about the situation with sending control samples of products. Sincerely,

Take note of our information and we are sure that the issue of writing “difficult letters” will be much less labor-intensive for you.

Tamara Vorotyntseva

Pay attention to our training programs on business correspondence:

A business letter (hereinafter referred to as DP) is a type of office correspondence in the business field, which refers to official correspondence between business entities (business partners) and company employees.

With the help of DP, business proposals, official requests and claims are exchanged, conflict situations are clarified and resolved.

An official letter in a business style differs from other types of letters in the following characteristics:

• The style and manner of presenting the thoughts of the writer of the letter.
• Lexical content and content of the letter, which is characterized by unemotionality and the absence of pronounced emotional phrases and sentences.
• Drawing up and registration on the official letterhead of the company with the relevant details.
• Standard font, the same for the entire text of the letter.
• A small volume that does not exceed one page of printed text.
• Strict official coordination and mandatory compliance with the rules established when writing and transmitting letters.

How to write a business letter and get an answer - watch this video:

Main types of DP

Depending on the classification criteria used, all DPs are divided into the following main types, which will be discussed below with a brief description.

DPs that do not require a response from the recipient:

1. Warranties that ensure the fulfillment of certain obligations (for example,).
2. Accompanying documents, which are attached to the package of documents and other official letters.
3. Informational, containing certain information for reference.
4. Notices that communicate important information and facts to recipients. You will learn how to correctly draw up a notice of termination of a contract.
5. Warning, containing a reminder of any negative consequences for the recipient if he does not fulfill his obligations to the sender of the letter.
6. Reminders that notify recipients of letters about their responsibilities and previously concluded agreements with the company.

There are also a number of DPs that require a response from their recipients.

Such letters usually contain in their text some kind of appeal to the recipient entity (for example, a request to perform any official actions), documents with an offer (for example, about cooperation, concluding contracts, holding official events), a letter of request (providing information, official papers), a letter demanding to fulfill obligations and agreements, a letter of request or petition.

DPs of a non-commercial nature are divided into the following main types:

• Inviting people to attend an official event, presentation, corporate event.
• Papers with condolences to company employees, directors of partner companies in connection with the death of people close to them and relatives.
• Thank you DPs.
• DP informing about an important event.
• Recommendation papers. The rules and principles of drawing up a letter of recommendation are discussed in detail.
• Warranty DP.
• Letters of confirmation of receipt of cargo and provision of services.
• Letters of congratulations in connection with any celebration or special event.
• Letters of petition in which the sender asks the recipient to provide him with some service or to perform actions that are important to the sender.
• Letters with a list of instructions.
• Accompanying papers.

DPs, which are commercial in nature, are usually used at the preliminary stage of concluding an agreement and during the validity of a previously signed agreement, such letters include:

• Request for data or products.
• Response to a request from a partner company.
• Offer letters that contain in their text a commercial business proposal to conclude an agreement or transaction.
• Claim and reminder letters.
• Warning letters, which indicate a violation by a party of obligations, termination of previously concluded contracts, or the need for the recipient party to fulfill its obligations.

Structurally, all types of business letters can be divided into documents that:

1. Contains the author's text, presented in free form.
2. Written in accordance with the established template or form without copyright deviations.

Depending on their recipients, DPs are:

• Circular (sent to several recipients at once).
• Standard (sent to only one recipient from one originator).
• Collective in nature (such a letter has only one recipient, but there are several senders at once).

Sample business thank you letter. Photo: www.nevagazservis.ru

The form of business correspondence can be:

• Fax.
• Electronic (such letters are sent to the official website or official email of the recipient company).
• Postal (sent as standard by mail in envelopes).
• Handwritten (usually these are letters that contain congratulations or condolences).

How to write and format a letter correctly

DP is standardly divided into introduction, main and final parts, which should be logically related to each other.

The introduction includes the data and facts that became the basis for writing the DP, and the main part contains the content itself and the main text of the letter. The final part contains the result of writing the letter and what it was written for - a request, a claim, a refusal, an expression of gratitude, and so on.

When writing any business letter, you must pay attention to the following key points and rules, which will be discussed in detail below in the text.

Stylistic design

The DP should be written only in a business style, without elements of conversational style, slang phrases, diminutives and other elements that are inappropriate in business correspondence.

Procedure for submitting information and data

Data and information provided in business correspondence must be submitted in accordance with the following requirements, the fulfillment of which is mandatory if your goal is to create a correct and competent business letter:

• The relevance and reliability of the submitted facts and data, which must be verified as of the date the letter was written and correspond to the current state of affairs in the company.
• Addressability (the letter must be addressed and sent to a specific person or group of persons).
• Reasonability of the stated demands and claims.
• Objectivity and impartiality.
• The completeness of the information provided, on the basis of which the recipient entity will be able to make an objective decision and will not need to obtain or request additional data from your company.

Requirements for the content and design of the company form

The DP must be drawn up on company letterhead with all the required details. The requirements for this form are as follows:

• Standard format – A4.
• To be able to file the DP with documents and transfer it to the archive, you must leave the left margin of at least 3 centimeters.
• Indication of the name of the organization, actual and legal addresses, contact information, email addresses and website.
• When composing an email, it is advisable to use a standard font – Times New Roman, size 12.
• The DP can be drawn up not only on the company’s letterhead, but also on a regular sheet of paper, but in this case, all the data from the company letterhead must be indicated.
• Sending a DP by fax or email is not allowed if the text of such a document contains confidential data about major agreements, important secret documents, personal data of employees, the disclosure of which is unacceptable and could damage the company’s reputation.

DP numbering rules and paragraph breakdown

The numbering of a document consisting of several printed pages at once begins as a standard from the second page, and the numbers must be written in the uppermost corner of the page in Arabic numerals without dots next to the page number.

In order to make the text of the letter as easy as possible for the recipient to read and understand, it should be divided into paragraphs. This division will help the reader understand where one thesis ends and where another begins.

Corrections in the text of the letter

The presence of erasures, typos, grammatical, punctuation and stylistic errors in the text of the DP is undesirable and unacceptable. The text of the letter must be literate and correct with an interval between rows of 1.5-2.

Example of writing a business letter.

Mandatory details in the text of the DP

The main details that must be present in the letter are the following:

• The coat of arms of Russia, which is located in the very middle of the blank paper, and the indication of which is mandatory for government agencies and organizations.
• Full company name without abbreviations.
• Contact details (landline and mobile numbers, fax).
• Bank account numbers.
• Data about the addressee of the DP (the name of the company receiving the letter must be indicated in the nominative case, while the recipient's full name and position are indicated in the dative case).
• Before the full name of the addressee who has the title or academic degree(Doctor, Candidate of Sciences), you must indicate them.
• All details in the text of the DP must be written from a new row with a capital letter.

How to compose and send a letter after a business meeting

Conducting a meeting with representatives of a competing company and business partners involves further business correspondence. Features of writing a letter after a business meeting are as follows:

• At the very beginning of the document, the time and date of the business meeting or conference is indicated, even if only one or two days have passed since their organization.
• The letter should be written as briefly as possible and clearly indicate what exactly you want to communicate to your business partners, without beating around the bush.
• In the body of the letter, it is worth briefly mentioning what points were discussed at the meeting, what issues were raised and what decision you and the recipient of the letter came to.
• The recipient of the letter in the response DP should want to express his opinion or decision regarding the previous meeting and the controversial issues that were raised at it.
• Write about a specific date and time when it will be possible to hold a return business meeting, conference, or business telephone conversation.
• Inform the recipient of the DP about your intentions regarding further business cooperation and conclusion of agreements.
• End the DP politely and casually, for example, “Best wishes to you...”.

Features of the design of electronic DPs

Letters in electronic format are now issued much more often than correspondence by fax or mail, since such a letter will be delivered much faster, and accordingly the sending company will receive a response to its DP faster.

It is very simple to prepare and execute an electronic DP; the basic requirements for its preparation are the same as for paper business letters. Small design features are as follows:

• Specifying the subject or title of the DP so that the recipient does not lose it in the flow of incoming correspondence from his partners and competitors.
• You should not change the subject or heading when you receive a response to your DP, which will greatly facilitate the exchange of letters in the future and make it possible to quickly view previous letters on this topic.
• You should use standard software; do not use the latest versions of programs to create a letter, since the email may simply not be opened later on the recipient’s computer, which is not equipped with new programs.
• Emoticons and other elements of informal email correspondence should not be used in the text of the DP.

Deadlines for responding to a received letter

The DP, which contains the text of the proposal for cooperation, claims, demands and other elements requiring a response, must be reviewed and responded to within the following time frames:

• The addressee must confirm receipt of the request letter within three days, and such a request can be answered within a month.
• A letter of condolences about the death of a loved one or relative of a company employee must be sent within ten days from the date of the sad event.
• Congratulatory papers are sent within eight days from the date of the special event.
• According to general rules, all official business papers are reviewed and a response is sent to them within seven days from the date of receipt of the letter.

Rules for ending a letter

The final part of the DP must contain the result of the entire above-mentioned main part; it must summarize the results and make specific proposals or conclusions. In this case, the final part should be as short, clear and concise as possible.

Here are examples of successful options for ending the text of a DP in the field of official correspondence:

• Polite gratitude for the attention shown or assistance provided.
• Expression of desire for further cooperation, hope for concluding agreements with the partner company.
• Assuring the addressee of the letter about something (further correspondence, concluding an agreement and cooperation).
• Expressing a request to do something (write results, report any statements).
• Please excuse the concern and inconvenience caused.

At the end of the letter, you can wish success, convey best wishes or respect for the recipient of the letter.

DP in English or other foreign language

Many businessmen correspond and cooperate not only with local companies located in the Russian Federation, but also with foreign companies, as well as branches or representative offices of foreign companies located in Russia.

In this case, there is no strictly established form of DP; the procedure for registering DP on foreign language will depend on the purpose of writing and the form of the official document. When drawing up a DP, you need to focus on the following general rules and recommendations in the field of official correspondence:

• Date of preparation of the DP. When sending a document to America, you must first enter the month in digital form, only then indicate the current day of the month and year. If you are sending a letter to England, then the date is entered as standard, as in Russia, but it is best to indicate the month in letter form to avoid misunderstandings.
• Details of the foreign addressee. When addressing a letter, you must use standard forms (Mr, Mrs, Miss) followed by the surname of the recipient of the letter.
• The email recipient's address. The procedure for indicating it differs from the standard one in Russia. First you need to indicate the office number of the foreign company, then the number of the house where the office is located or the number of the office building, street name, zip code numbers, name of the state when sending a letter to the United States, name of the county, country if the addressee of the letter is in England or other countries of Western Europe.
• The subject of the letter (or its heading) must be indicated, which will allow the recipient to pay attention to your letter, otherwise it may be lost in the array of incoming correspondence of a foreign company.
• The main part of the DP should be divided into paragraphs, or each new sentence can be written on a new line for ease of reading.
• The final part. At the very end of the DP in English, you need to thank the recipient for their attention and express hope for further cooperation and the establishment of business relations between your companies.
• The signature in the document is placed immediately under the sentence (paragraph) with farewell; next to the signature you need to indicate your full name, position in the company and the name of the company sending the letter.
• Attachments and other additions to the document must be listed and must be indicated at the very end of the DP, which will prevent their loss when sent and will focus the recipient’s attention on their presence and on the fact that the attachments also need to be studied when writing a response to the letter.
• In the text of the DP in a foreign language, the following must be written with a capital letter: initials, full names of employees of the foreign company, names of counties, cities, states, countries, positions in companies, the initial address in the letter and the first words that appear in the farewell phrase at the end of the letter.

A correctly and competently drafted business letter in the business field is an effective tool that will allow you to establish profitable and promising relationships in the business sector, while an incorrectly drafted business letter with errors or typos can negate all future relationships with partners or competitors.

Therefore, you need to approach the drafting of the text of the DP as responsibly as possible, study the rules and recommendations provided above, as well as sample documents.

The rules for preparing a competent business letter are discussed here: