Business correspondence

Hops. Management

Under business letters understand the various content documents to be allocated according to a single mode of transmission of texts by post. In the form of business letters can be requests, reminders, messages, replies, requests, and so on. Now these documents are the main connecting link between the enterprises, organizations and institutions, and approximately 80!% the overall volume of documentation.
Behind in the speed of information delivery in comparison with other forms (telex, phone, computer connection) business writing differ from them by variance of volume, presence, low cost. An ordinary letter is indispensable in advertising activities, in the distribution of commercial proposals; only he can create a positive impression. about you and your activities when you first podosenova of contacts with foreign partners.
Legally properly designed, well written, on company letterhead, an unambiguous content business letter — one of the prerequisites of success.
Any document is composed of separate components, which are called details (author, addressee, signature, date, etc.). A collection of details arranged in a particular order in the document constitute his form.
Official documents, including business letters are usually prepared on letterhead — a standard sheet of paper on which is reproduced the constant flow of information and is given a place for variable information. The forms most often made in the printing. However, the details form can be applied using a stamp.
- Forms of letters which are used by organizations of consumer cooperatives, must contain the following details: the logo of the consumer cooperation of Ukraine; the name of the document author (Agency, organization or enterprise structural subdivisions);
address of the organization, the index of telecommunications companies, postal Telegraph rd address, phone number (in some cases these props are complemented by the Bank name and account number required to perform settlement and cash operations); a document code.
In addition, the form is applied in the form of lines-corners of the bounding boxes for the details: date, index reference to the index and the date of the document control mark. The same restrictive lines - angles indicate the place of destination and field of the sheet.
Consider the order of placement on the letterhead of the above details.
Emblem. The first requisite form letters emblem. A logo is a conditional or a symbolic image which reflects the main direction of its activities. A logo can be a trademark registered in the established order.
Consumer cooperation of Ukraine as an emblem painterly uses the acronym "UCL".
The logo features on the left margin of the document or on the left form field-level details "name of Department" or "the name of the organization enterprise".
The author of the document. The author of the document is the organization or enterprise of consumer cooperation. their name is given with reference to the subordination in the details "name of the office" "name of organization or company", "the name of structural division".
All the lead names in the nominative case in strict accordance with the name established by legal acts. If there is an established legal act is the abbreviated name, it is given in parentheses under the full name, for example, the Central Union of consumer societies of Ukraine (Ukoopspilka). Subordinate organizations in their letterhead instead of the full name of the Supreme body to use its short title.
Props to the name of the structural unit, usually printed on the letterhead of the typewritten way under the name of the organization.
Address of the organization. This requisite implies a correspondence (reply) and include: the index of telecommunications companies, postal and telegraphic address, the telex (Fax), telephone; for part of the circulation forms of the letters are designed to perform settlement and cash transactions, indicate the account number in the Bank. For example, 252001, Kiev-1, Kreschatik str., 7/11, tel. foster 226-20-43, Telefax 229-10-39.
Codes. Under the applicable regulations for handling official documents on a computer on the forms of the letters are stamped with a code according to all-Union classifier of enterprises and organizations (OKPO). On the form letter these codes are placed between the address of the organization — the author, date and document number.
The date of the document. This requisite is mandatory. His place limiting lines. The date is indicated after the completion of the document (it should be the date of its signing and sending) Arabic numerals. It is given the eight characters: six digits (for the pair for the day, month, year) and two boundary points, for example 15.10.93. If the figure one in front of her always put a 0 (for example, 07.09.93).
Except for the date put on the form, date also all stages of processing and formatting of the document: approval (approval), approval, resolution, document execution. Therefore, the date is a part of the and other details.
The index of the document. The index is the symbol of the document using numbers, letters or a combination of both. The index is put on the same level with the date. For emails that get sent out, it consists of several parts: index of the structural division, case number according to the nomenclature where you filed a copy of the letter and the ordinal number of the sheet. For example: s N — 40/2—191, where 13 N Is the index of the structural unit, 40/2 — a case number in accordance with item 191 — the sequence number of the sent letters.
Link to the index and the date of the document. Link to the index and the date of the action letter, letters received by the organization,an important search feature that enables when you receive a response immediately, to determine what structural unit, it must be sent, in which structural unit is a copy of the action letter, which came the response. The props completely rewritten from the action letter. Example: for No. 03-24/937 from 07.11.93. Address the letter. The addressee is a complex props. It is composed of the following parts:
name of institution, organization (in the nominal case) ;
name of structural division (in the nominal case);
the position of the recipient (in the dative case); the name and initials (in the dative case); postal address.
The composition of the requisite "addressee" changes depending on where and to whom address the letter. So, for the inner sheets indicate only the name of the structural unit or the head, which send letters.
When addressing the organization name of the organization and structural units indicated in the nominative case, therefore, the preposition "in" is missing. For example:
The name of the recipient, it shows only when you know exactly who deals with this issue. This increases the efficiency of bringing the document to the Executive. For example:
In letters addressed to individuals please indicate the mailing address, then surname and initials. For example:
Full postal address indicates the originator of the document if the direction of his one-time correspondent that facilitates the job of processing and sending correspondence.
Each part of the requisite "addressee" is printed on a new line in 1.5 line spacing with the provisions of the printing machine. The document indicates no more than four of the addressee. More than that, make a list in the newsletter and on each instance they write letters to one address.
The text of the document is the basic requisite of a business letter. It is printed in 1.5 line spacing. You are allowed to print the letter text on both sides of a sheet of paper. In one interval, you can print letters on paper in A5 format. In the preparation of the text of the letter need to follow the following principles: an objective reflection of the management situation, neutrality of presentation, completeness of information and the brevity of presentation, typing is conversational and standardization of terms, abbreviations, definition of quantities and designation of units.
Text structure depends on the type of business letter.
The presence of the application is done under the cover letter, to the requisite "signature".
If in the text there is mention and explanation of the content of the application, the props make: Application: 2 ark. 3 Ave.
If the letter attachment document with the application, then the presence of app in the form:
Annex: Letter of the Ministry of Finance of Ukraine from 08.03.93 No. 3/175 and the Annex to it, only 9 pages.
Signature. Under the signature (signatory) understand the powers of the officials of institutions, organizations and enterprises in the signature of outgoing documents. In consumer cooperatives the right to sign letters on behalf of her organizations and businesses have leaders (chairmen, Directors, managers) and their deputies.
The letters sent on behalf of the structural subdivisions of the management apparatus, sign their leaders.
Letters related to the receipt or issuance of monetary funds or material values must have two signatures: the first and second. The right of first signature of such letters has the head of the organization, the other a senior accountant.
The composition of props "signature" include: the job title of the person signing the document, personal signature, signature. If the letter is issued on the letterhead of the organization, in the title of the position include the name. For example:
When placing letters on a blank sheet of paper in props "signature" is given the full name of the posts with the inclusion of the organization name.
The requisite "signature" print double-spaced after the text from the zero position of the tabulator, ie, directly from the field. If signature title is long and spans multiple lines, it is printed with 1.5 line spacing and signature give at the last line names the office.
Signature consists of initials of name and middle initial, and last name. The initials placed before the name with no intervening space. Sign, as a rule, the first copy of the document issued on the form. When sending letters to multiple addresses and jurisdiction of organization of the signature is placed on all copies. If the document is sent to subordinate organizations, signed the first copy, which remains in the Affairs of the sender, and transmit certified copies.
Mark on the receipt. When receiving emails with special stempellina machine or manually with a rubber stempelen is affixed to the first mark, to establish the fact and time of admission in the organization and consists of the abbreviated name of the recipient organization, the date of receipt of the incoming letter and registration number (index).
Date of receipt of the document is an important exploration indicator and, in addition, the beginning point of a period of execution of the document, which went. Incoming registration number is used for document search in proceedings of. In addition, it is used to account for documents received for the month, quarter, year. A note on the receipt put in the bottom of the document in the right corner.
Mark about execution. The name of the artist and his phone provides for the possibility of appeal to the immediate originator of the letter to clarify or concretize any data or regulations. The mark consists of a surname (no initials) and numbers business phone, it is placed in the left bottom corner both front and back sides of the sheet. For example:
_ Is permitted to affix under the name of the contractor 1 his phone number, the index of the typist (usually first letter of first and last name), the number of printed copies and date printing. For example:
Filling in details is the formal side of business correspondence. The success of the business a contact by means of letters depends on its content.
Composing email, you should find out the following points: - type of writing (cover letter, response to the partner request, apology, etc.); whether the answer (situation, when you do not expect, for example, in the case of a direct mailing of advertising); whether the content of the letter is clearly understood by the recipient, not whether he will make any misunderstanding concerning the subject of the correspondence; are you sure that the letter will arrive on time (if not, better to use a Telegraph or Fax).
You need to be clear about what you want to write, how to argue, what purpose seek. It is necessary to ensure that the letter is the most effective way to resolve the issue.
The contents of the letter need to put in such logical sequence, which, combined with brevity and persuasion would lead the addressee to think about the appropriate way to solve the issue.
The tone of the letter should be correct. The combination of carefully selected vocabulary and simplicity of presentation will ensure the credibility and will give the opportunity to avoid additional correspondence. Need to avoid confusion, ambiguity, professionalism and unnecessary cuts.
It is recommended to avoid in categorical expressions, and use false words and constructions like: if possible, obviously.
Respect to the recipient help to Express kNm momentum type: after careful consideration of Your comments, having carefully considered Your suggestions.
Despite the great diversity of issues that relate to its business letters, in the justification of action uses a standard set of initial and final phrases and expressions: scientific and technical cooperation; the procedure for the provision of technical assistance; exchange of experience; as an exception; in regard to the urgency of the order; in connection with the refusal of the supplier; in connection with the conduct of joint operations; according to the preliminary agreement; in accordance with the letter of the customer; according to the Protocol; in accordance with Your request; despite our repeated (oral and written) reminder, still; with the aim of further cooperation;
dire need etc.
Expressions of failure: unfortunately, Your request is not possible; unfortunately, we are unable to meet Your request.
The relevant phrase used in the presence of other types of business partner relationships (assignment to specific duties, compliance with certain agreement, warning partner, etc.).
Business letters partners are basically from a third party, the Board considers; the Directorate puts forward a proposal; the Board agreed. Allowed to start the letter with a verb in the first person plural: we inform you that; we remind you that etc.
Consider the features of the most common types of business letters.
The structure of the letter-requests:
1) the lighting is the reason that caused the request;
2) statement of the nature of the request;
3) expected result if the request is granted;
4) willingness to further cooperation.
The structure of the letter-answer containing a denial of the request or rejection of the proposal;
1) repeat the request;
2) the reasons why the request cannot be satisfied or the offer cannot be accepted;
3) a statement of refusal or rejection of the proposal.
Structure delogo the letter with the query:
1) the relevance of the query;
2) the content request;
3) the expected result, the wording of the guarantee.
The structure of the letter of invitation:
1) post about the event, participation in which is invited the addressee;
2) specific data on the timing of the event and conditions of participation in it.
The structure of the information letter:
1) information about services, products, goods;
2) conditions for obtaining services, products, goods.
The structure of the notification is similar to structure letters of invitation and information letters. A letter of notification is written for a specific addressee and is often a response to a letter of request. Begins with the words: "Reported", "informed" etc., then lay out certain facts.
The confirmation letter contains a message about the receipt of mail, goods, valuables, money (or that previously composed a document is valid). In addition, it may be confirmed a certain fact of the conversation, etc.
The letter contains a reference to the approach or the expiration of the term of an obligation or the event.
Letter of guarantee is a document providing the performance outlined in its obligations, payment or provision of certain services to the recipient. These letters have increased legal function, so the text should be very clear and understandable.
The types of business letters are an essential part of the writing business contacts of organizations and enterprises of consumer cooperative societies. In specific conditions there are also other varieties of business letters as a combination of the basic types of them.
There are some features in the design business letters overseas.
A typical business letter abroad consists of six parts: heading, date, inside address, addresses, body text of the letter, the final form of politeness.
The header contains the sender's address and the name of the firm or name of the sender. It is better to use letterheads, printed and designed in one style with envelope. To send abroad address and the name of the organization or enterprise must be duplicated in English.
To set outgoing number on the forms for foreign recipients is not recommended as abroad use the date of dispatch and content. Outgoing number is better to put only copies of the letter.
Write the date differently depending on the country of destination.

The internal address consists of the name of organization, position of recipient or name, for example: Swistspe - ed Co., Inc. When referring to the person who has no title: Mr (Mn.: The Mrs.) for men, Mrs. (Miss) (PL.: Mmes) for women. If a person has a title, it is put instead of a name, for example: Dr. Jones.
If the company name consists of names, for example, Black and Black, when referring to these people use the abbreviated Messers (for men) and Mesdames (Mmes) for women, Messers Black and Black Ass., Mmes lanes and Car Ass.
The address and date point did not. Sometimes before the recipient's name put Attn.:. For Example, Attn.: Mr Black (attention Mr. black). If you know the official position of the target (its position), it is advisable to specify it after the name. For Example: Attn.: Mr. Black, Head of Department (attention Mr. black, head of the Department). After the addressee can give the updated contents of the letter. For Example: Re.: (Regarding) you letter of January 02, 1993 regarding your letter of 02.01.93.
Treatment. When referring to individuals, tend to use informal Dear (Dear): Dear Sir, Dear Madam, Dear Mr. Brown, Dear John.
When referring to the firm more formally: Dear Sirs (Europe), Gentlemen (US).
After the treatment is used the comma (in Europe) or two points (in the USA): Dear Sirs, Gentlemen:
Main text of the letter consists of information that needs to be brought to the recipient. It is necessary to comply with such formal requirements for registration.
1. Write with a capital letter:
a) the names, addresses, treatment;
b) every word of a business name;
C) every word of the official title;
g) the name of the object correspondence.
2. You cannot use contracted forms of modal and auxiliary verbs of the type shan't, can't, you need to use shallnot, cannot, etc.
The final form of politeness must always adhere to treatment. The signature (or facsimile) must be accompanied by the full name of the author indicating his position and rank, for example, Sir Jeffry,, Editor-in-Chief; J. P. Black, Head ot Department.
If the letter you have applications, their nature and size specify in the lower left corner of the letter after the reduction: Enelo (Enelosure) — application Enelos — a lot. Example: Enelo: 22 pages (sheets).
A business letter should reflect your modesty and candor, and it should not be about you, your organization or company, and on issues that are of concern or interest of your business partners.