Business letter sample. Business Letters About Rent Reduction
Letter of request- one of the most common options for business correspondence. Among entrepreneurs, such letters are used when representatives of one organization turn to another with a request for a service. Such messages can be used in completely different situations, for example, when you need to get information about products, see product samples, meet a business traveler, agree on some actions, etc.
Rules for writing a letter of request
We bring to your attention for downloading a general template for such a document:
FILES
A letter of request, for obvious reasons, does not have a standard form, but, despite this, it is a form of an official document. That is why, when compiling it, one should adhere to certain norms established by the rules of office work and business ethics. Before proceeding directly to the basic rules for its compilation, it should be noted that it can be addressed both to a group of people (for example, managers, employees of the accounting department, lawyers, etc.) and to a specific addressee.
Like any other document, this letter must contain introductory part, namely:
- information about the sending company making the request and the company to which it is addressed;
- the reason for the appeal (“because of the delay”, “in connection with receipt”, “based on the results”, etc.);
- references to the basis (“based on an oral agreement”, “based on negotiations”, “based on a telephone conversation”, etc.);
- the purpose of the appeal (“to resolve the issue”, “in order to avoid conflict”, “in order to eliminate violations”, etc.).
Followed by main part relating directly to the request. It must be expressed using any derivative form of the verb “to ask” (“we ask you”, “we make a request”, etc.), and since such a message is, in any case, a petition for some kind of service, it should be written in a respectful manner. It is good if the request is preceded by a compliment (“knowing your great opportunities”, “admiring your organizational talents”, etc.).
If the letter contains several requests at once, then they must be indicated in separate paragraphs or paragraphs.
The unspoken rules of correspondence between organizations state that a response to a multi-stage request can also be sent in one message, with separate comments for each item. It should be noted that this type of correspondence reduces the amount of workflow and, therefore, reduces the time for reading and processing such letters.
If the letter implies receiving a response within a certain period, then this must be indicated as correctly as possible in the text of the message.
As a rule, the secretaries of the organization send and receive letters (in large companies, entire departments are involved in this). After compiling or reading, they pass them on to the head of the enterprise for review. Exceptions are messages marked "confidential" or "personally in hand" - such letters are sent directly to the addressee.
Instructions for writing a letter of request
Since this message is part of corporate correspondence, the author must first be indicated, namely: the name of the sending company, its actual address and telephone number for communication. Then you need to enter data about the addressee: also the name of the enterprise and the specific recipient. Further in the middle of the line, you can immediately indicate that this is a request letter (but this is not necessary).
The next part of the letter deals directly with the request. Previously, it is desirable to substantiate it and only then express the very essence of the request. At the end, the letter must be signed (it is better if this is done by the head of the company or an authorized, trusted person), and also put the date the document was created.
How to send a letter
The letter can be sent by e-mail or fax - it's fast and convenient, but the conservative sending through the Russian Post will allow you to formalize the letter in a solid and attractive way. For example, you can make a request in writing by hand in beautiful calligraphic handwriting or print the text on good, expensive paper.
Attention to such trifles will make it clear to the addressee how respectful the opponent is towards him, and will once again emphasize the importance of the request. The only thing to remember is that letters through regular mail take a long time, so the message must be sent in advance so that the document is delivered to the recipient on time.
After sending a letter
This message, like any other document, must be registered in the journal of outgoing documentation. Similarly, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings occurring in business relations, fixing the fact of sending and receiving letters will help to quickly sort out the situation.
Examples of drafting letters of request with explanations
So, we figured out that a request letter is a letter that contains a request to the recipient. The purpose of the text is to encourage the recipient to perform an action that is beneficial to the sender. The letter should contain a formulated request, its justification. It is desirable to formulate the request in such a way as to justify why it should be beneficial for the recipient to comply with the request. The sender must not only know the rules for composing the text, but also take into account the psychological nuances. Next, consider specific templates-examples, depending on the situation.
Letter of request for the allocation of funds
The letter is drawn up in the event that it is necessary to obtain the allocation of funds from the state, sponsors, individuals.
From the NGO "Help for Pensioners"
Member of the Legislative Assembly
Ivanov I.I.
Hello Ivan Ivanovich. I am a representative of the non-profit organization "Help for Pensioners". We are engaged in helping single pensioners: we bring food, help with cleaning and repair.
Our organization has been in existence for 5 years. Previously, we coped with the financing of activities ourselves, however, due to the expansion of NGOs, the funds began to be insufficient. We need money to rent premises, pay salaries to employees, and purchase equipment.
At a recent meeting of the Government, the president mentioned the difficult situation of pensioners and noted that the situation needs to be urgently changed. In this regard, I ask you for 200,000 rubles for the needs of the NGO Help for Pensioners.
Sincerely, Petrova A.A.
Explanation:
The above text is written according to the rules. He has:
- The name of the NPO and an explanation of its activities.
- Request for money, explanation of their need (money is needed for rent and salaries).
- Mention of the President. It is necessary to justify the benefits of sponsorship for the official. What is the MP interested in? In career growth. The help of the organization will help to achieve this goal.
The specific amount of funds that a commercial organization needs is also indicated.
Letter of request for the supply of goods
The letter is usually sent to the partners of the company. In the text, it is desirable to justify the mutual benefit for both companies.
Head of AAA
Ivanov I.I.
From the head of the BBB company
Petrova B. B.
Hello Ivan Ivanovich. We would like to order a set of products from your company (specify). We got interested in your product at a regional exhibition.
If you agree, please let us know the terms of delivery and terms convenient for you. We guarantee timely payment. We hope this will be the beginning of mutually beneficial cooperation.
Our contacts: (specify).
Sincerely, Boris Borisovich.
Letter of request for a discount
Typically, such texts are sent to the company's suppliers. For example, an organization organizes exhibitions. She has a supplier - a printing house that supplies brochures, stands, booklets and more. The cost of services is quite high. The crisis came, and it became difficult for the company to pay for the goods of the printing house. This may well be a reason to ask for a discount.
Head of the company "Vostok"
Ivanov I.I.
From the head of the company "West"
Petrova B. B.
Hello Ivan Ivanov. Our organization was affected by the financial crisis. The number of contracts concluded with us decreased by 20%. Unfortunately, the crisis affected not only us, but also our customers. People cannot pay for our services in the same amount as before. Therefore, we have provided a 25% discount on tickets.
Due to the difficult financial situation, our company asks you for a 15% discount for the remaining six months of cooperation under the contract.
We have sent letters asking for a discount to all our suppliers. If 20% of our partners provide us with favorable conditions, our company will survive in difficult times and will not close. We've already been given a discount by the landlords and the phone company.
Sincerely, Boris Petrov.
Explanation:
The letter contains the following important points:
- Explanation of the need for a discount.
- Indication of the exact size of the discount, terms.
- An indirect indication that if the printer does not provide a discount, the company will terminate the contract.
The text must be written in such a way that the letter is read to the end and agreed to the proposed conditions.
Letter requesting a rent reduction
Rent "eats" the budgets of most organizations. Its reduction allows the company to stay afloat in difficult times. The letter should be sent to the landlord.
Head of Plus
Ivanov P.P.
From the head of the company "Minus"
Petrova I. I.
Hello, Petr Petrovich. Our company was affected by the financial crisis. The purchasing power of consumers has decreased, business revenues have decreased. In this regard, we ask you to reduce the rent by 10%.
For all the time of our cooperation, we have never delayed payments. We hope that you will make concessions to us, and we will maintain our business relationship. We guarantee timely payment of the rent, despite the difficult financial conditions.
Sincerely, Ivan Ivanovich.
Explanation:
In the letter, it is important to mention that the company has previously fulfilled its obligations in full. The landlord must be sure that the landlord will continue to make payments. The recipient must also understand that if he does not agree to the proposed terms, the tenant will refuse his services.
Letter of request for debt payment
Debts very often arise in the interaction between companies. If the organization is set to continue cooperation with the counterparty, which has a debt, a letter of request is sent.
Ivanov I.I.
Sidorova P.P.
Dear Ivan Ivanovich, we ask you to pay off the debt to our company in the amount of 200,000 rubles. All this time, we have continued to cooperate with you, hoping to continue business relations. However, we are now forced to suspend the provision of services due to the lack of payments.
The amount of your debt is 200,000 rubles. Please pay by March 1, 2017. If the debt is not repaid, we will be forced to resolve the issue in court.
Sincerely, Petr Petrovich.
Explanation:
The letter must include the following items:
- The exact amount owed.
- The date by which the debt must be paid.
- Actions the company will take if payments are not received.
The text can mention a long-term successful cooperation with the organization. It should be a request, not a demand. The request is made according to a different template.
Letter of request for deferred payment to the supplier
The organization supplied the company with a batch of products, but did not pay for it. A debt has formed, but the debtor has no funds to pay. In this case, it makes sense to write a letter of request for a delay.
Head of the company "Where is the money"
Sidorov P.P.
From the head of the company "Money is about to be"
Ivanova I. I.
Dear Petr Petrovich, we have not paid the debt of 200,000 rubles. We do not shy away from our debt, but now we cannot make payments in full due to the difficult financial condition.
For 2 years we have maintained successful business relations with you, we have not missed the deadlines for payments. Today we ask for an installment payment. Our company is ready to pay the debt in two stages:
- We will deposit 100,000 rubles by March 1, 2017.
- 100,000 rubles will be paid before April 1, 2017.
We promise you timely payments. Thanks for understanding.
Sincerely, Ivan Ivanovich.
Letter requesting payment for another organization
The debt of the company can be paid by another organization. Of course, a legal entity will not pay shares just like that. Usually a letter of request is sent to the debtor of the company or another person who has obligations to the company.
To the head of the company "Money is about to be"
Ivanov I.I.
From the head of the company "Where is the money"
Sidorova P.P.
Dear Ivan Ivanovich, you have a debt to our company in the amount of 300,000 rubles. Our organization also has a debt to another company in the amount of 200,000 rubles. We ask you to pay our debt to the creditor in the amount of 200,000 rubles. In return, we will provide you with an installment plan for the balance of the debt that you requested earlier. Thanks for understanding.
Sincerely, Petr Petrovich.
Letter of request for assistance in resolving the issue
Any company can face complex problems that cannot be dealt with without outside help. A letter of request for assistance can be sent if necessary, for example, holding events. The application is sent to commercial organizations, government agencies.
Director of AAA
Petrov B. B.
From a public organization
"We give good"
Dear Boris Borisovich, I am a representative of the public organization "Giving Good". We are engaged in organizing and holding holidays for children from the orphanage.
We ask for your help in organizing food supplies for the holiday. Of course, at the event we will mention you and your company. The celebration will be attended by representatives of the legislative assembly, the public.
You can contact us by phone XXX
Sincerely, Ivan Ivanovich.
Summarizing
Let's combine all the rules for writing a letter of request. First you need to introduce yourself, tell about your activities. But the introductory part should not be drawn out. Our goal is to encourage the recipient to read the letter. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start presenting your request. Accuracy is required: indication of terms, amount of funds. It is important to understand that the recipient must feel the benefit. Therefore, the letter must indicate why it would be beneficial for the organization to comply with the request. At the end, you need to say goodbye politely and without fawning.
Request letters are the most common type of business letters. Request letters are composed to initiate certain actions of the addressee, necessary for the author of the letter. We will tell you how to write a formal letter of request. Samples and examples can be found in the article.
Letter of Request: Samples and Examples
How and why to write a letter of request
Request letters are composed to initiate certain actions of the addressee, necessary for the author of the letter. In management activities, a huge number of situations give rise to such letters. This may be a relatively simple situation in which it is not required to present information that is complex in terms of events, give any arguments, or convince the addressee. In such cases, it is better to start a letter of request directly with a statement of the request itself.
Letter of request to an official: sample letter
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However, not all situations in management activities are so simple. Most of the situations require justification or, in other words, explanation when drafting letters of request:
- in connection with what;
- why;
- what is the purpose of the letter.
As a rule, justification is necessary in order to influence the addressee, to convince him to act in a very specific way, as the author of the letter would like or need. If the request letter contains a justification, then most often it precedes the statement of the request, for example (the sign // shows the boundary between parts of the text of the letter).
Letter of request with justification: sample
Download sample letter
Russian is one of the languages with a relatively free word order. In any of the above texts, we can swap parts of the sentence without much damage to the meaning. A sample letter asking for help might look like this.
Phrases in which the main idea of the letter is first stated, and then the argumentation is given, have a special stylistic coloring: they are always perceived as more expressive than phrases built on the principle of “justification - conclusion”. However, any kind of expression is alien to the business style; in it, preference is almost always given to stylistically neutral language means. Therefore, in sample business request letters, phrases are more correct in which an explanation is first given, a justification is given, and then the essence of the case is stated.
Request letter structure
When composing a letter of request, try to ensure that the rationale and the final part (request) are grammatically one sentence. Even in cases where references to normative documents are given in the justification, facts, events, do not separate justification into a separate sentence , otherwise, to state the request, you will have to use phrases like: “In connection with the above, we ask ...”, “Considering the foregoing, we ask ...”, “In connection with which we ask ...”, etc. These constructions do not carry information and make the text more complex both in terms of structure and in terms of perception. Letters of request can be drawn up in even more complex managerial situations.
Schematically, this situation can be represented as
A request letter written in such a situation will be easier to understand if the content is presented in a sequence that reflects the logic of the development of the situation itself. In this case, the structure of the letter can be divided into three parts:
- introduction (description of events, facts that directly affect or may affect the management situation);
- justification (explanation of the reasons why it is necessary to contact the addressee with a request);
- conclusion (request), for example (communicative-semantic parts of the letter are separated by //)
Formal Letter of Request: Sample StructureAccording to our information, at the Kursk and Belgorod sugar refineries, which are the main suppliers of sugar to Moscow and the Moscow region, scheduled maintenance work should be carried out during March-April of this year, the schedules for which have not been agreed upon. // Due to the fact that sugar production and its supply to consumers will significantly decrease during the preventive maintenance period, // we ask you to hold a working meeting with the participation of representatives of the Moscow government on the issue of ensuring sugar supplies to the Moscow region during the period of partial shutdown of these plants. |
Regardless of the structure of the text, the request in the letter is formulated using the verb "ask". In letters drawn up on the letterhead of organizations, it is used 1st person plural verb form:
We ask you to provide information about ..., We ask you to provide information about ..., We are asking you for ..., We ask you to conduct ..., etc.
In letters drawn up on letterheads of officials, it is used 1st person singular verb form:
I ask you to consider the issue of ..., I ask you to provide information about ..., etc.
One letter may contain several requests (preferably on one issue). In this case, the main request is first formulated, and then the rest, while the following language turns are used:
We also ask you to (consider, provide, conduct ...), At the same time we ask you ... and others.
Letter of request: sample if there are several requests in the letter at once
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Use a special service to create a request letter template: business letter constructor
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Like any business letter, a letter of request is drawn up indicating all its details, and registered in the register of outgoing documents. In addition, the request letter must contain:
- outgoing number and date (if this is a response to another letter, then the number and date of the incoming letter);
- the name of the recipient company;
- if necessary, the seal of the organization.
How and why to write a letter of inquiry
A request letter is actually a type of request letter. As a rule, requests are made in order to obtain any information of an official nature or documents. In commercial activity, an inquiry is an appeal from a buyer to a seller (importer to exporter) with a request to provide detailed information about a product (service) or send an offer for the supply of goods (provision of certain services). In general, request letters follow the same rules as request letters, for example:
In commercial activities, the text of the request, as a rule, indicates: the name of the goods (services); the conditions under which the author of the letter would like to receive them; quantity and/or quality; terms of delivery of goods or services; price and other information. The commercial request uses the following expressions:
We ask you to inform about the possibility of supply… Please make an offer for the supply… Please provide detailed information about… etc.
For example:
Please inform about the possibility of supplying AS-200 air conditioners in the amount of 150 pcs. during February - March 2005, as well as inform the terms of payment and terms of delivery.
Download Sample Request Letters:
The response of the correspondent organization to a letter of request or request is a letter of response, which may be an agreement or a refusal. In commercial activities, the response to a request is issued as a commercial letter, which confirms the receipt of the request, provides information about the product of interest to the buyer. The response to the request may also be a commercial offer (offer). Letters of request and letters of inquiry are drawn up in accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements.
When compiling and processing requests and requests, the following details are used:
- destination;
- title to the text (if the text of the letter is more than 4-5 lines);
- text;
- signature;
- artist mark.
When writing letters to colleagues, clients and partners, the question often arises of how to formulate this or that thought in a business style. How to say that we do not like something - or, conversely, like it? How do I report a problem or opportunity? How to invite the addressee to meet or call? How to mention possible sanctions?
It is for this case that we have compiled a small dictionary of business transactions. Use it, and your style will be quite formal, and the wording will be varied.
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Starting with our goal |
We start with the interest of the addressee |
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"What came" |
Clearly |
"Streamlined" |
Problem |
Possibility |
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I am writing to you with a request for... Inform you…. I bring to your attention that… I ask (you) to allocate funds ... I ask (you) to consider the allocation of funds (authorize the allocation of funds, (instruct the allocation of funds) ... In connection with the emergence of new circumstances affecting the implementation of the project, I want to agree with you on changes in the schedule (estimate) .... Please help… I ask for your assistance in… I remind (remind) about ... I ask to eliminate the backlog (debt) |
I feel the need to discuss with you... I want (want) to agree with you .... We invite you to discuss and agree on future plans… I ask (you) to consider the possibility of assistance in the implementation of the project ... I provide (to you) information (information) about ... I inform (you) about... Let me inform you about… I am contacting you in connection with… |
I draw your attention to the difficult situation with ... Forced to announce... We inform you about… We hereby inform (you) of… Authorized to report... I consider it necessary to draw your attention to (draw your attention to ...) ... We turn to you in connection with the difficulties ... We offer assistance in solving the problem ... Knowing about your concern about the problem ..., we are ready to offer a solution ... As you know (there is a description of the problem) ... Guided by the interests of the enterprise, I would like to draw your attention to…. |
I am contacting you with an offer... I ask you to consider a proposal that will allow .... We offer you a unique opportunity to increase your sales… We are glad (we have the honor) to offer (to you) ... We are pleased to announce the possibility… We would like to draw your attention... We inform you about the extremely favorable situation with … and invite you to take advantage of this situation for… |
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Specific actions |
I propose to approve October 12, 2013 as the planned date for completion of construction and make the necessary adjustments to the list of activities ... Please instruct the company's finance department to allocate ... and make payment of all previously received invoices for ... I propose to entrust the ABC department with the preparation of proposals for the organization ... I ask (we ask) for your consent to .... (Your assistance in ..., your instructions ....) Convincingly (strongly, as an exception) I ask ... We ask you to take (energetic, decisive, effective) measures to …. We demand from ... immediate action ... I ask you to eliminate the backlog (debt) ... Please send your representative... |
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| Conclusion |
I assure (we assure) you of the effectiveness of this proposal and count (we count...) Waiting for your decision … We are waiting for your decision in order to promptly prepare the documents ... We hope for a speedy consideration (full satisfaction) of our request (claim) ... We hope that the issue will be resolved and we will not need to apply sanctions ... We hope that the above arguments will convince you of ... and we are waiting (we expect) ... We are counting on your interest (indifference, active position on the issue, readiness to eliminate shortcomings...) and are waiting for your suggestions... We are confident that your participation will significantly improve the situation with ... and achieve ... Thank you for your cooperation and we look forward to further fruitful cooperation… C ãîòîâíîñòüþ îòâåòèì íà Âàøè âîïðîñû… We will be glad to see you among our clients… |
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Additional wording
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Greetings |
Farewell, the final formula of politeness |
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Dear Ivan Petrovich! Dear Mr. Minister! Dear friends! Dear colleagues (partners)! Dear…! |
With (deep, unchanging, extreme) respect (reverence)… With gratitude (gratitude) and respect ... Wishing you success (all the best)…. Looking forward to fruitful cooperation... |
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Opening phrase - for responses to requests |
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Thank you for your interest in (you have shown in ....) In response to the request we received about… we inform…. We confirm receipt of your order from ... (to ...) and inform .... In accordance with your request (instructions), we inform (provide a conclusion) ... In continuation of our correspondence about ... we are sending you an offer ... |
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Gratitude |
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Sincerely (on behalf of ..., on behalf of ...) thank you ... We would like to express our gratitude... With sincere gratitude (thank you) we inform you… Thank you... We would like to thank... |
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Download our "dictionary" and use ready-made formulations!
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Mention of sanctions |
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We will have to: apply to the judicial authorities (court) initiate legal proceedings refuse further cooperation revise plans (conditions) of cooperation raise the issue of penalties (termination of cooperation and search for a new supplier) raise the question of the advisability of further cooperation resort to contractual sanctions declare our intention to seek (demand) ... declare disagreement with the facts... In business workflow, the request letter format is used very often when it becomes necessary to obtain the consent of the second party or a certain service from it. Ready-made samples and examples for different situations, as well as the rules for writing such letters, you will find in this article. The tradition and rules for writing a letter of request have developed exclusively in practical document management - i.e. at the legislative level, no forms or instructions have been approved. However, in general, the following structure should be followed:
Thus, it is drawn up according to the standard version for such documents - the form is given below.
The finished sample can be used as an example of this.
Since in this case we are talking about the fact that one company is counting on some service or even a concession on the part of its partner, of course, writing a letter, formatting it, and even sending it should be taken very seriously. Any detail can make an impression, so it is better to take into account even the nuances that are insignificant at first glance:
VarietiesDepending on the specific situation, there are different types of letters. Most of the requests are related to financial issues, such as a discount, a reduction in the payment for a service, or a deferment. A smaller part of the letters of request is devoted to assistance in resolving any other issues. The most common cases and ready-made examples of letters are discussed below. About the allocation of fundsAsking for money, even for charitable purposes, is a pretty serious request. Therefore, when drawing up, it is important to describe the situation as specifically as possible and, moreover, clearly indicate what exactly the money is required for, and for what reason it cannot be taken from another source. When compiling, you can take such a sample as a basis.
About the delivery of goodsHere it is important to demonstrate your interest and desire to cooperate. Therefore, you need to find the right words so that the interlocutor is imbued with trust and makes an appropriate decision. As a basis, you can take such a sample.
About the discountCurrently, this is a fairly common type, since economic conditions have deteriorated in many ways. As experience shows, convincing the counterparty to provide a discount is especially good in such cases:
About rent reductionIn this case, the rationale for your request in the letter will be approximately the same as discussed in the previous example.
About deferred paymentIn this case, it is important to acknowledge that you really did not make the payment on time and explain in detail the reason. Of course, you need to accurately specify the terms of repayment of the entire amount.
Please pay for another companySuch requests may arise in cases where one company undertakes to fulfill the financial obligations of another company under certain conditions. As an example, you can use this template.
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