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 May 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.

There are special requirements for processing outgoing correspondence. This is due to the fact that it is of an informational and reference nature. When drawing up a service letter, you should take into account the requirements of GOST R 7.0.97-2016. This will allow you to maintain a clear structure of the document and maintain the required style. business communication, and also correctly arrange the details of a business letter.

It is important to note that GOST R 7.0.97-2016 is advisory and organizations can themselves develop letterheads for business correspondence. Compliance with the specified GOST is mandatory only for federal bodies executive power.

The header of the document can be positioned either longitudinally or have an angular position (the details of the letter form, telephone numbers and addresses of organizations are usually located here). A sample letter with a corner arrangement of details is the most common option in modern office work.

Sample letter form with corner details

At the top of the document are indicated:

• date;
• number;
• reference to the registration number and date of the document (if the correspondence is a response);
• title to the text, stated in one phrase.

The header of the service letter is located under the registration number. It contains an appeal to the addressee. Full name and the addressee's position should be located in the upper right corner of the document. A message to the recipient is written in the center.

From whom and to whom

The sender's company details are most often indicated on letterhead companies. It is also necessary to correctly indicate the recipient of the correspondence, in other words, the addressee’s details:

• company name;
• Name structural unit where outgoing correspondence is sent;
• recipient's position;
• surname and initials of the recipient;
• postal address of the organization.

Sample letter on company letterhead

It is important to note that if a letter with the same content needs to be sent to several recipients, then first of all it is necessary to indicate the address of the main recipient and only then the others.

For example:

LLC "Elki-Palki"

Legal department

Moscow, Zelenaya street, 5

COPY

General Director

LLC "Green Branches"

Simakov V.A.

Saint Petersburg,

Frunze Street, 3

Date and number

After the outgoing document has been signed, a date is stamped on it. The date can be in the format 05/17/2019 or May 17, 2020. In cases where the date is indicated several times in a document, it is recommended to maintain the same writing style.

The registration number is assigned in accordance with the system for registering outgoing documentation adopted by the organization, and only after signing the document. The registration number consists of the serial number of the document, which can be supplemented by a case index or letters.

It is important to note that registering an outgoing document makes it easier to process postal correspondence both you and your recipient.

When responding to received official correspondence, it is necessary to fill out the details “link to registration number and date of request.” In this case, the response letter indicates the date and number of the received message. This will ensure faster processing of correspondence at the recipient company.

Who signs

Official correspondence is mainly signed by managers, and if he is absent from the workplace - by his deputies or others. officials who perform the duties of the manager during his absence.

It is important to note that modern business correspondence is sent not only by mail, but also by telegraph, faxes and email.

Do I need to indicate the artist?

Despite the fact that each business message is signed by the head of the company or his authorized officials, the correspondence itself is conducted by an ordinary ordinary employee, i.e. the executive. It is his name and contact information that we indicate in this part.

Information about the artist is always located at the very bottom, in the last lines. The full name, patronymic and surname of the employee is written, with his contact phone number on a new line, and even lower - his email address. We leave the font the same.

Is there a stamp?

Letters are usually not stamped, but if outgoing correspondence is of an official nature, issued on the organization’s letterhead and is intended to enter into legal relations with someone or another organization and be responsible for all positions expressed in the letter, management may wish to add additional details in the form of a seal.

From the outside, the state financing system looks like a dense forest in which it is easy to get lost, and even easier - to break something. However, from time to time people emerge from this “forest” loaded with government money. This means that this is a completely feasible task. And scientists, that is, by definition, smart people, are quite capable of solving it. You just need to know what and when to do.

To begin with, you shouldn’t wait until the Ministry of Education and Science starts announcing competitions. Most likely, they will go on topics that are outside your interests. Or the tasks themselves contained in these competitions will turn out to be impossible for you to complete. Therefore, such an expectation is meaningless. Mainly because main job on receiving government money for scientific developments proceeds at an earlier stage, at which proposals are submitted on the formation of topics and volumes of funding.

Scientists have said many times that officials do not know what is more important for the country, what science is a higher priority, what research is worth developing and what is not. The most interesting thing is that officials do not argue with this. And they say that initiative proposals for the formation of topics solve this issue. After all, they are submitted by scientists themselves, and their importance and relevance are assessed by other scientists. The ministry agrees with the opinion of experts and allocates money.

How to fill out an application

The most important thing in filling out an initiative proposal is to remember that this is also a job. Moreover, this is a job that no one specifically trains scientists to do. Why is a topic for another discussion. The main thing is that in this situation you can’t fix it in a minute. Therefore, it makes sense to either hire someone who knows how to fill out paperwork, or sit down and really figure it out yourself. Detailed instructions, although not written in the most accessible language, are available on the website of the Directorate of Scientific and Technical Programs. Moreover, many organizations that monitor the correct execution of contracts (they are called monitor organizations) issue their own manuals for filling out the relevant documents. Some of them are collected in our system. And we will continue to collect them in one place. In addition, at the same time we will try to present the same in an accessible language. Is it true, in simple words Only the general picture can be explained. At some point, you will still have to refer to directional instructions. Because if some field needs to be filled in one way and not another, then you can’t say it any other way.

When filling out an initiative proposal (and subsequently submitting reports), it is worth remembering several important points.

In all documents, the same part of the work or detail, for example, should be called the same. Officials do not understand synonyms. And if you call your molecule a pi-complex in one part and a cluster in another, rest assured that the proposal will not pass. The same applies to the portal, which was called the system.

If the rules for submitting an offer say that something must be in such and such a place, rest assured that nothing else can be there. But everything that is listed must be there. And exactly in the place indicated. After all, you don't pour water into acid, right? So don't force other people to pore over your application form, give them the opportunity to think about its content.

But the main thing is to think through all the upcoming work from beginning to end. If your proposal passes, and then you receive money for your work, then you will have to do everything that is not included in the terms of the contract “at your own expense.” A feasibility study, terms of reference, and calendar plan will help you think through everything. And, most importantly, an explanatory note in which you must explain in popular language what you are going to do and why.

The initiative proposal is not just a thought thrown down from above from the series “We need to grow blue bananas in the Arctic,” but a very clear business plan. Let us recall that it consists of the following elements:

• Explanatory note
• Terms of reference
• Feasibility study
• Schedule

Together they create a complete impression of the project, which new system financing (without the notorious Federal Law-94) actually gives a huge advantage to the author of the proposal in a subsequent competition.

What does an initiative proposal for the formation of topics consist of?

One of the main monitor organizations, which has been cooperating for a long time with the Ministry of Education and Science and the NTP Directorate, explained what each document should contain.

Explanatory note (EP) should contain basic information about the initiating organization, as well as a detailed justification of the proposed research topic. The sections provided for in the explanatory note must have a detailed justification and description:

1) Why is it necessary to order this project:

Relevance of the project;

Description of the problems being solved, the task at hand and proposed approaches to solving it;

Brief description of the work;

Characteristics of the expected national economic result

2) What scientific and technical result should be obtained as a result of the work on the project:

Description of the planned results;

Description of potential consumers of the scientific result;

3) Which organizations can participate in the competition to implement this project?

4) Implementation of indicators and indicators of the program program activities within the framework of this project

5) Estimation of the time frame for completing this project in full

6) Estimation of the project cost and funding volumes:

The volume of federal budget funds;

Amount of funds from extra-budgetary sources.

Technical specifications (TOR) - source document for scientific research work (R&D). The technical specification contains the main technical requirements requirements for the result of the work, and the initial data for development; The technical specifications indicate the purpose of the result, the scope of its application, the stages of development of documentation, its composition, deadlines for execution, etc., as well as special requirements due to the specifics of the result itself or the conditions of its operation.

Feasibility Study (TES)- analyses, calculations, assessments of the economic feasibility of implementing the proposed project to create a new technical object, modernization and reconstruction of existing facilities. Based on a comparative assessment of costs and results, establishing the effectiveness of use.

The feasibility study must contain:

1. Justification of the scope and timing of work

2. Estimation of the cost of work and justification of funding amounts, including:

• Justification of the cost of performing work at the expense of the federal budget
• Justification of volumes and possibilities of attracting extra-budgetary funds

Project calendar plan work on the proposed R&D, indicating the stages, content, timing and cost of the planned work should become the resulting document, developed and presented by the initiator on the basis of the justifications given in the previous parts of the proposal. The draft calendar plan should subsequently become the basis for the formation of competitive documentation and integral part government contract.

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 compiling

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 also several general rules, which 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 discussed (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

Use in the text of standard phrases characteristic of business speech– a completely normal and even desirable phenomenon. 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

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

FILES

What types of business letters are there?

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

• congratulatory letter;
• information letter;
• etc.

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 addressed 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!”).

The letter may be accompanied by various additional documents, photo and video evidence - if available, 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 the 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 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 regarding 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 formatted as 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 communications. 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.