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Sample letter from an individual to a legal entity. Power of attorney to receive mail at Russian Post

In recent decades, it has become an integral part in any business area. In addition to drawing up contracts, acts and annexes to them, document specialists are involved in the preparation of various kinds of appeals and letters. At the legislative level, the principles of their design and the general template, of course, are not defined. In such a situation, the question arises: “How is it correct to draw up this or that legally weak, but business document?”. The answer to it is extremely simple and comes down to compiling such papers according to generally accepted standards in office work.

Today our resource decided to consider the principles of writing an official letter and the features of this document. Information on the summarized topic and the template of the paper itself can be found below.

Official or - this is one of the basic types of documents in the field of office work modern business. It is a universal way to transfer information, implemented in the most simple way, but in compliance with all rules and regulations. business relations.

Naturally, the information presented in official letters is not entertaining. Such papers can be invitations, partly advertising, informational and others, but by no means entertaining.

There are many differences between an official letter and a regular letter. The main one is purpose. While a business document always has the exact purpose of sending or transmitting to an addressee, ordinary letters are often used for "communication for the sake of communication." In addition, business messages:

are not anonymous - they always have information about the sender and recipient
are written on behalf of a specific person or an organization, association represented by him
(if the sender has a seal)
compiled according to generally accepted rules in office work
cannot be entertaining as mentioned earlier

An optional, but also common difference between an official letter and a regular message is the composition of the first letterhead. This approach gives the appeal the highest level of solidity and generally indicates its business status.

A few words about the details and the general content of the document

Official letters are drawn up for various reasons, as a result of which the content of those naturally varies. Despite this, a common structure cannot be taken away from business messages. It is she who is defined in the field of office work as true, is not subject to dispute and forms the basic requirements for the relevant documents. Typical details of an official letter include:

full name of the sending company or full name of a particular citizen
information about, checkpoint, and OKUD (for organizations)
address and all possible contacts of the sender
similar information about the addressee
the essence of the message
the date of its compilation
and printing (for organizations)

Important! Type under consideration today business documents is one of the few that does not need to be labeled. The absence of the latter is by no means a mistake, but the observance of basic standards of office work.

The letter itself is desirable to draw up on letterhead, of course, if its sender is a certain company. For government agencies, such forms have an image of the coat of arms, for commercial organizations- their emblem.

Clear and understandable to the recipient.
Without the use of profanity, not to mention insults and obscenities.
Neat, concise and smart.

In principle, document specialists do not impose other requirements on official letters. Enough compliance with the noted norms, rules and the general content of the document.

You can download the official letter template to the organization below:

Types of official letters

An official letter is a rather extensive group of business papers. Among the most used of them are:

reflecting the desire of the sender to do something for the benefit of the addressee
Request Letters
Requests
Event Invitations
Invitations for cooperation
Papers that remind the recipient of something
Commercial offers
Requirements
Instructions
Advertising and information letters

By the name of each type of official letter, one can understand its general purpose and the purpose of sending the message. As practice shows, the transfer of various kinds of appeals to business environment carried out for a variety of reasons, and the above list of their types is far from definitive.

Features of the design and transmission of the message to the addressee

At the end of today's article, let's pay attention to and transfers official letters in RF. First of all, the main nuance of successful business relations should be noted - this is a competent approach to their management. In the case of the execution of the relevant documents, we are talking about them:

accuracy
full compliance with business regulations
purposefulness (an official letter sent to someone in the form of spam will significantly undermine the authority of the sender)

In addition, it is desirable to approach the preparation of the message very responsibly. Its text should be literate, concise and understandable. The use of complex verbal structures and terms is undesirable. The general tone of the appeal should be kept within limits. Restraint is welcome, but familiarity is never.

As for the transmission of business letters, the sender has no restrictions here. You can deliver a message to the addressee:

over the Internet electronically
via mail
by courier or even in person

The transmission of official letters is a vast field. All senders will be able to choose a convenient message.

This concludes the most important provisions on the topic of this article. We hope that the information provided has helped all readers to understand the essence of official letters in the Russian Federation and the rules for their execution.

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How to write a cover letter for documents? Let's start with the basic rules:

on company letterhead;
with date and registration number.

Let us consider in more detail a sample cover letter about sending documents, into which main sections the text can be divided and what information should be reflected in them. Writing section Short description Example Introduction Summary About sending a response to a claim Title Subject defining its purpose Covering letter of documents to be transferred Appeal A specific appeal to the manager, preferably addressed, indicating the name and patronymic Dear Ivan Ivanovich! The purpose of the message Brief wording In response to your claim, I enclose confirmation that the stated requirements are met within the time specified in the Supply Agreement.

Transmittal letter

The request usually begins with such common phrases as:

Please pass on.
Please confirm receipt.
Please inform.
Please be guided.
Please return.

Further, under the main text, there may be marks about the applications present in the document. They are needed in order to make it easier to process mail in the future, and there is less chance of losing the sent documentation. The final part of the cover letter contains:

Sender's signature.
The position of the sender.
Surname, name, patronymic of the sender.

A cover letter is usually issued on a special letterhead of the organization.

Below is a standard form and a sample cover letter to the documents, a version of which can be downloaded for free.

Cover letter for documents

Important

Compiling an "accompaniment" should begin with an introductory phrase: refer to the number of the incoming request or state the essence of the issue on which the correspondence is going on. In the following paragraphs of the letter, it is logical to indicate the grounds for the document: regulations, clauses of the contract, acts of inspections, instructions of regulatory authorities and more. The statement ends with a request, proposal or demand.

After the text is drawn up, a list of attached documents is indicated with numbering, title and details, as well as the number of attached sheets. Mandatory details of a cover letter to documents How to write a cover letter to documents, we have discussed above. Now a little about its design.

Document header.

Written on a solid form, well-written and correctly executed, it will not only make a proper impression on the addressee, but also perform a number of practical functions for the sender:

explain to the recipient who is writing to him and why;
will take over informational role, freeing the attached documentation from the semantic overload;
fixes in detail the list of attached documents;
will save cash getting rid of redundant postal items with description;
will serve as a compact evidence of the delivery of a whole pile of documents.

This is how useful the usual “accompaniment” can be with the right approach! How to write a cover letter for documents? Not everyone knows how to write a cover letter for documents, although it is important.

Polite App Signature:

Delivery contract, number of sheets.
Bill of lading, number of sheets.
Work order, number of sheets.
Photo of the installed banner, the number of sheets.

Head, Sidorova Maria Ivanovna. Name and contacts of the performer. Sample cover letter for documents Similar Appeals employees of the enterprise have to not only send to counterparties, but also receive from them. It makes sense for clerks of enterprises to develop a Form for an incoming cover letter for documents.

It will be required if the counterparty provides the package without explanation. This often happens in cooperation with individuals, but this case is no exception for legal entities. To optimize the workflow, the counterparty will be able to fill out the proposed form, in which he will indicate all the necessary information.

Attention

Yours faithfully, Maxim Kolesnikov, phone +7-985-23-56-89 To documents This letter is made in any form, but you need to take into account some points: The letter must be printed on company letterhead. In the upper right corner, indicate to whom the cover letter is addressed. In the upper left corner, the outgoing number should be printed with the date the letter was composed.

Be sure to write what you are sending the documents to the counterparty for. For example, if you send a delivery contract to the buyer, then indicate that you are asking the counterparty to familiarize yourself with its contents, and then send the contract by mail with the seal and signature of the manager. In addition, mention that in case of disagreement with some points, the buyer can draw up a protocol of disagreements and send it in two copies.

Sample cover letter for documents

The cover letter is an supporting document to the submitted resume. If you are sending your resume to foreign company with a worldwide reputation (brand), then the requirements for compiling the accompanying are quite high. The document must be drawn up on a separate sheet; all details, which, in particular, include the title, date of compilation, name and address of the recipient, signature, are affixed in accordance with the rules for processing business letters.
If information is sent to e-mail, then the cover letter, as well as the resume, should be attached in Word format. Table of contents How to writeTo a resumeTo documentsTo an agreementTo a writ of execution How to write Compilation of a cover letter is carried out according to the general structure of a business letter.

Director Petrov A.V. Petrov The cover letter is convenient because, firstly, the addressee will not be able to say that he did not receive some document, since the letter contains a description of the contents of the entire package of documents to be sent, and secondly, it contains instructions the recipient, which documents need to be signed and which copies to return. How to write a cover letter A cover letter usually begins with the words:

We are sending you…
We send you…
We present to you…

The cover letter may also contain a request. In this case, the following patterns apply:

Please confirm receipt...
Please pass on…
Please inform…
Please return...
Please be guided by ... etc.

A cover letter is written to the documents according to the general structure of a business letter.

Sample cover letter from an individual

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How to write a cover letter for documents
Sample cover letter for documents
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A cover letter for documents is a letter that accompanies the sent documents and contains the name of the document to be sent and further actions of the recipient. A cover letter is useful because:

firstly, it is proof of the sending of certain documents.

Don't forget about business ethics, including in the letter such words and phrases as “respected”, “we ask you”, “respectfully”. To the contract We fill in the "header" of the document Any document begins with a "header". It is located at the top right and contains information about who and where you are sending the document.

Indicate in full the surname, name and patronymic of the addressee, his position and the name of the company. Greeting The greeting is written one centimeter below the cap and in the center of the sheet. A larger font is used for the greeting than for the header and body text.

Usually the greeting begins with the words: “Dear…..”. Always the form of address to a person should be official. Address exclusively by name, patronymic and “you”.
Body text Specify in the body of the letter what document you are sending and why. The purpose of the shipment must be clear. If the contract has a number and date, this must be indicated in the text.

Cover letter to the tax office from an individual sample

We send you two copies of the contract for the provision information services signed and stamped by us. We propose to consider this draft and, if agreed, sign the contracts by returning one of the signed copies to our address. Attachment: draft agreement in 2 copies on 6 sheets each.
Cover letter for claims - is it necessary? Sometimes a situation arises when it is necessary to send a claim to a party under a contract that does not fulfill its obligations. Usually, all requirements, justifications and applications are indicated directly in the claim. It would seem, what might a cover letter be needed for? The fact is that a claim can become not only official evidence in court, but in some cases an executive document. It should indicate legally correct and significant things, but it does not carry a communicative function.

Probably, everyone at least once had to deal with the need to write a business letter. When compiling it, you involuntarily come to the conclusion that it is not at all easy. There are many rules and regulations for writing business letters that you need to know. The article describes in detail the process of drafting a document, provides samples of a business letter, discusses their types and design.

Form

Ready-made forms will give solidity and indicate the reliability of the company. They contain essential information about the organization, such as:

Name.
The address.
Contact phone numbers.
Site.
Email.
Logo.
Other contact details.

There are no strict rules on the forms. Therefore, each organization independently decides what information to put in them.

How to write business letters correctly? Training

Business letters are written and executed in a certain way, obeying their inherent rules and requirements. Depending on the goal, the author thinks through the content in detail in order to get the result he calculates. He must clearly understand what information the addressee already knows on the subject of the letter, what to proceed from and what will be new in it. Arguments depend on what purpose the author pursues. The process of preparing a business letter can be divided into the following stages:

The study of the issue.
Writing a draft letter.
His agreement.
Signing.
Registration.
Sending to the addressee.

Structure of business letters

When compiling a letter, it is necessary to saturate it with information, that is, put all the necessary information there. It can be simple or complex. In a simple letter, the content clearly and concisely displays information that generally does not require a response from the addressee. Complex may consist of several sections, paragraphs and paragraphs. Each paragraph presents one aspect of the information. Samples of this type of business letter usually consist of an introductory, main and final parts.

Below is an example of writing a business letter - its introductory part.

The main part describes situations, events, their analysis and evidence. It is in this part that they convince that it is necessary to act in one way or another, they prove how things were and inform about the need to participate in any event, citing various arguments.

The conclusion contains conclusions that are made in the form of proposals, requests, reminders, refusals, and so on.

An example of writing a business letter - its final part - is presented below. This summarizes the requirement stated in the main.

All information provided should be optimally consistent and understandable for perception.

Each email starts with a center-aligned message. This little part is extremely important. When choosing it, the author should consider:

The position of the addressee.
The nature of the relationship.
Officiality.
Etiquette.

The letter must end with a polite form. For example: "... I express hope for further cooperation (thanks for the invitation) ...". These phrases are followed by the signature of the author.

Style

All letters must be in formal business style, which means the use of speech means for official business relations. The features of such a language are formed under the following circumstances:

The main participants in business relations are legal entities, on behalf of whose managers and officials letters are written.
Relationships in organizations are strictly regulated.
The subject of communication is the activity of the company.
Documents of a managerial nature generally have a specific addressee.
Often in the course of an organization's activities, the same situations occur.

In this regard, the information contained in the business letter should be:

Official, impersonal, emphasizing the distance between the participants in communication.
Address, intended for a specific addressee.
Current at the time of writing.
Reliable and impartial.
Reasoned to induce the recipient to take any action.
Complete for decision making.

Requirements

A business letter must meet the following requirements:

Speech is standardized at all levels - lexical, morphological and syntactic. It contains many turns, terms and formulas.
The tone of writing is neutral, restrained and strict, without the use of emotional and expressive language expressions.
The accuracy and clarity of the text, without logical errors, the clarity and thoughtfulness of the wording.
Conciseness and brevity - without the use of expressions that carry additional meaning.
The use of language formulas formed as a result of repetitive situations.
The use of terms, that is, words or phrases that have special concepts.
The use of abbreviations, which can be lexical (that is, compound words formed by removing letters from parts of words: LLC, GOST, and so on) and graphic (that is, the designation of words in abbreviated form: grn, zhd, etc.).
The use of constructions in the genitive and instrumental cases.
Phrases with verbal nouns ("support" instead of "support").
Using simple common sentences.

The above business letter samples below are shown in full version(with the main part). The information meets all the requirements of the official business style.

Types of business letters

It is best to write a business letter on any one specific issue. If you need to solve several issues at once, it is recommended to draw up several different options.

Business letters can be in their content:

Accompanying. Such letters are usually needed to inform about where to send the documents.
(How to write a business letter? A sample cover letter will help those who need to write this kind of document.)

Warranty. They are written to confirm any promises or conditions. It can be guaranteed, for example, payment for work, rent, delivery times, and more.
Thank you. They have been used particularly frequently in Lately. Such letters demonstrate the good tone of partnerships. They can be issued on a regular letterhead or on colored paper with a beautiful print.
(How to write a business letter? A sample of a thank-you variety is drawn up in a free form depending on the tasks that it solves. In this case, the letter expresses its essence in the shortest form. Such a sample, made on colored paper with an ornament, can hang on the wall in the room companies in a place of honor.)

Informational.
Instructive.
Congratulatory.
Advertising.

There are also letters:

Proposals about cooperation. Quite common in recent times, sent to organizations, often worn promotional character, for example, like this sample. Commercial letters it is quite difficult to write, you need to take into account many nuances so that they pay attention to it, and even more so get interested. But if you make it according to the model below, it has every chance of success.

Invitations. They are sent, offering to participate in various events. Usually they are addressed to the leader or official, but they can also be addressed to the whole team.
Requests.
Notifications.
requests and many more.

How to write a response to a letter. Example

The answer should begin with a repetition of the request set out in the first letter. Then the results of its consideration are given and approval or reason for refusal is expressed. A business response letter may contain an alternative solution to the expected information. It usually follows the following principles:

The presence of a link to the first letter and its content.
The same language means.
Comparable volumes and aspects of content.
Compliance with a certain sequence.

Registration

In addition to using letterhead business letters, you need to take into account other subtleties in their design. These are details, rules for abbreviations, spelling of the address, heading, text length, field width and more.

Samples of a business letter help to compose it, taking into account all the subtleties and nuances. They are used by both novice clerks and experienced workers. Thanks to the samples, they learn how to write letters correctly and save a lot of time.

We conclude the "And that's all about him" series with an article on statements. This is a specific type of document, the content, the rules for compiling and the workflow of which depend on who is addressing and to whom.

In this article, we will consider three main types of statements:

a business letter of application sent by one organization to another;
an application sent by an individual to an organization;
employee's statement to the employer.

We do not touch on one more type of statements - claims - because the secretary does not work with them.

All three listed types of applications have their own characteristics not only in the preparation and preparation, but also in office work.

business letter of application

The purpose of a business letter-statement, which one organization addresses to another, is to indicate the position of the sending organization, express its attitude to the issue, and offer a justification and procedure for resolving the situation. Questions are not asked in the statement, it contains the vision of the situation of one of the parties.

From the previous paragraph it is clear that "in peacetime" letters of application are usually not written, they are resorted to only on the verge of a conflict of interest or even a conflict between two companies in order to document and inform the other side of their attitude to the problem.

What kind of letter to choose?

The line between a letter of application, a letter of request or a letter of inquiry is quite thin. To be sure of right choice type of letter, you need to understand: will it declare about something or still it will be request do something to the addressee?

business letter of application It is issued on a letterhead and has a set of details that is standard for a business letter.

In accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” form of the letter contains the following details:

organization emblem or trademark(service mark), national emblem Russian Federation or the emblem of the subject of the Russian Federation, if the institution has the right to place these signs on its forms;
organization code;
main state registration number (OGRN) of a legal entity;
name of company;
reference information about the organization.

When preparing an application as a type of business letter, the following mandatory details are drawn up:

document date;
registration number of the document;
destination;
title to the text;
document text;
signature;
mark about the performer;
a note on the execution of the document and sending it to the case (issued on a visa copy of the letter).

A mark on the presence of an application is issued if there is one.

Document approval signatures are drawn up on a visa copy of the letter, if the internal rules provide for the process of certification of draft letters.

The business letter of application is shown in Example 1.

Unlike a regular business letter, the text of the application does not begin with an appeal to the official - the addressee, but with the name of the type of letter. This emphasizes that the document does not simply convey information, but expresses the principled position of its author.

The office work of business letters of application is carried out in a standard way, in accordance with the internal rules of the sending organization and the recipient organization.

It is not known what the conflict of interests of the companies will lead to: whether it will be possible to resolve the case through negotiations or whether it will be necessary to involve lawyers and get involved in litigation, but in any case, the acceptance by one organization of a letter of application from another is tantamount to the fact that the first company is informed of the position of the second.

Application to the organization from an individual

Consider this document from the point of view of the host.

The paperwork of applications from individuals should be given special attention. The interests of applicants are protected by Federal Law No. 59-FZ of May 2, 2006 “On the Procedure for Considering Appeals from Citizens of the Russian Federation” (as amended on November 24, 2014; hereinafter - Federal Law No. 59-FZ).

It is a mistake to believe that its effect applies only to state bodies, local self-government bodies and budget organizations. This hasn't been the case for a long time. Back in 2013, this list was supplemented by organizations “entrusted with the implementation of publicly significant functions” . Nowhere is there a clear definition of what these functions are, but from the wording it is clear that this concept is quite broad and theoretically any organization whose clients are individuals can “fall under it”.

Unlike a business application letter, an application individual can be both a request, a request, and a claim. Let's look at the definition of the word "statement:

Our dictionary

Statement - a citizen's request for assistance in the exercise of his constitutional rights and freedoms or the constitutional rights and freedoms of other persons, or a report on a violation of laws and other regulatory legal acts, shortcomings in the work of state bodies, local self-government bodies and officials, or criticism of the activities of these bodies and officials persons.

The company can develop its own, convenient form of a standard application from an individual and post it in general access. But it is impossible to make this form mandatory and not accept the application just because it is not drawn up in the way it is “supposed”. People are not required to know that a company-designed application form exists, nor are they required to use the Internet to download the form. Federal Law No. 59-FZ defines the minimum set of information blocks in circulation:

extraction

from Federal Law No. 59-FZ

Article 7. Requirements for a written application

1. A citizen in his written application must indicate either the name government agency or the local government to which he sends a written appeal, or the surname, name, patronymic of the relevant official, or the position of the relevant person, as well as his last name, first name, patronymic (the last - if any), postal address to which the response should be sent, notification of redirection of the appeal, sets out the essence of the proposal, application or complaint, puts a personal signature and date.

As you can see, the set is minimal, and we cannot oblige our applicants to even indicate their mobile phones. It is only recommended to include methods of operational communication in applications.

"You are free to choose..."

An individual can fill out an application as he pleases:

by hand or typed;

call it a “statement”, “appeal”, “requirement” or not call it at all;

write briefly and to the point or give your own detailed autobiography;

as well as send the document by mail or bring it in person.

The organization is obliged to accept the application if it contains the necessary minimum information.

The application of an individual, which has undergone primary processing in the office of the addressee company, is shown in Example 2.

Whether to single out the applications of citizens in a separate office work, the organization decides for itself. We recommend doing this if:

applications more than 10% of the total volume of the incoming flow of documentation;
specially authorized employees work on them (customer service center, claims department, etc.);
according to applications from individuals, the organization conducts its core activities.

If an organization is used to working according to the rules of traditional office work, then it does not need to worry about meeting the requirements of Federal Law No. 59-FZ. Under standard conditions, circulations follow the same path as other incoming documents. The rules for working with them practically do not differ from the generally accepted ones and even allow some liberties in handling the application, in particular, three days can pass between the acceptance and the moment of its registration according to the law. The response is given 30 days from the date of registration of the written request.

Application for HR

A special layer of applications is personnel applications. The purpose of these documents is to express the request or will of the employee to the employer.

The form of personnel applications is relatively free. No one requires employees to know the nuances of designing details, so it is enough to observe the necessary minimum.

In our opinion, personnel applications should be written exclusively by the employees themselves by hand. There are no obligations on the part of labor legislation in this regard. But it is much more difficult to challenge a handwritten statement in court than one that was typed on a computer (only the author's signature is handwritten in it). In the latter case, the employee may claim that he was forced to sign a ready-made text.

To whom from whom. The addressee of the personnel application is the employer - the first person of the organization in which the author of the application works. It was he who hired the author, and not the head of the personnel department, therefore the application will be written in the name of the head ( CEO, director, president, etc.) of the company. The surname, initials and position of the head are written at the top of the application sheet, closer to the right margin, in the dative case.

Since employees do not have their own form for letters, information about the author of the application has to be entered here. You should write your last name, first name, patronymic and structural subdivision. If the employee knows his personnel number - well, but this is not mandatory information.

Under this information, in the center of the line, the name of the type of document is written - an application, then the text of the application is set out from a new line - a request or an expression of the will of the employee. Completes the statement personal signature employee and the date of preparation of the document.

Question on topic

What is the correct spelling of the word "statement"?

There are two forms of writing the name of a document type: with an uppercase letter without a dot at the end (as in Example 3) and with a lowercase letter with a dot at the end.

The form of writing this word does not affect the legal force of the application. The second option is considered obsolete, but has every right to exist.

When should an employee state a request in a statement, and when is an oral appeal to the personnel department sufficient?

If Labor Code speaks directly about the "written statement of the employee", then this question does not arise. In other cases, it is regulated either by the internal rules of the organization, or by expediency. For example, it is best to state your request for amendments to documents in connection with a change of surname to an employee in writing, despite the fact that labor legislation does not provide any special provisions in this regard. Such changes are initiated by the employer's order, and the employee's handwritten statement with a copy of the marriage certificate attached will become the basis for issuing the order.

V large organizations, where there are several tens or even hundreds of people per employee of the personnel department, the employee’s request is accepted in the form of an application only so that the personnel officer simply does not forget about it.

In small companies, if the Labor Code of the Russian Federation does not require a written application, you can get by with an oral request or a conversation directly with the head of the organization, who can instruct a personnel worker to resolve the issue.

Documentation of personnel applications. Human Resources employees need original copies of employee statements. Subsequently, as already mentioned, many of them will become the basis for orders on personnel. But the employee also has every right to follow the fate of his application and receive confirmation from the employer that he has accepted the document.

Important!

It is impossible to register an employee's application as an incoming document. This is often done simply because they do not know how else to confirm its reception.

Meanwhile There are two ways to register an application correctly.

Confirmation that the employer has accepted the employee's application may be:

registration of the application in a special database. It is also not recommended to place a personnel application in the register of internal documents: it is very easy to violate the legislation on personal data. It is best for the secretary to have a special electronic journal registration for personnel applications, service and explanatory notes and similar documents.

The registration number of the application is affixed to its copy. A copy along with the number is given to the employee. If the employee came with two copies of the applications, before putting down the number, the secretary must compare them (make sure they are identical);

record of acceptance of the application made by the secretary on a copy. If there is no registration log, and the employee insists on confirmation of admission, the secretary can make the following entry on a copy of the application:

The entry states:

the fact of acceptance of the document;
date (required!);
position, personal signature and decoding of the signature of the employee who accepted it.

The employee's application is transmitted directly to the head of the organization, who reviews it and makes a resolution, for example:

To the HR department. Prepare an order.

Davydov 17.09.2015

Summary

Application - a document, the form and rules of workflow of which depend on its addressee and recipient.
A business letter of application is intended to express the position of the sending organization on a controversial issue.
An application sent to the organization by an individual is recommended to be processed in accordance with federal law No. 59-FZ.
Statements in personnel office work are the written will of the employee and often serve as the basis for issuing orders on personnel.

The Civil Code of the Russian Federation obliges employees tax office verify the authenticity of the information contained in the documents submitted for the registration of the LLC. Among other things, they must check the legal address of the organization being created. To simplify this task, the registration authority staff require the applicant letter of guarantee to a legal address.

Letter of guarantee upon registration of LLC

By the text of such a letter and the signature, a legal or natural person guarantees that it is ready to rent out the assets belonging to it legal grounds area, as soon as the LLC passes the state registration. The landlord also guarantees that the premises belong to him by law and, by concluding a lease agreement, he does not violate the interests of third parties. Attached to the letter is a copy of the state registration ownership.

The “office” space does not have to be an office space. It is allowed to use the address as a legal address production premises(warehouse, workshop), if the only executive agency The LLC can indeed be located there, and if it ensures the smooth receipt of correspondence sent to the address of the LLC. If the applicant tries to register an LLC in a garage, the registration authority may have claims - the reality of the office arrangement will have to be proved.

In the case of “buying” a legal address, you should be careful. Rely only on a company with a good reputation, otherwise you risk being denied registration. Your “office” may turn out to be a place of mass registration of companies, ruins or a building under construction, a military unit or a clinic. It happens that the address does not exist as such. It will be useful to double-check everything.

If the address is slightly different in the certificate of ownership and the letter of guarantee, indicate the one in the letter in the LLC registration documents, since it will appear in the lease agreement.

No letter of guarantee binding documents to register an LLC, however, its absence may result in refusal of registration. Failed owner own business can defend the case in court, where the tax authorities will prove that they did not get the opportunity to verify the accuracy of the legal address. Indeed, the SAC Plenum does not regard the absence of a letter of guarantee as evidence of the unreliability of the legal address. However, any litigation is an unpleasant procedure, and at the very first step to own business- especially. Therefore, we recommend downloading a sample letter of guarantee to the legal address, preparing a document and submitting it along with an application for registration of an LLC.

You can find an up-to-date sample letter of guarantee for the provision of a legal address on our website.

The letter of guarantee is not required to be certified by a notary. It is enough that the owner confirms the fact of the existing agreement in telephone conversation with a registration officer.

Letter of guarantee from a legal entity

As for the content of the letter, there is no single sample of a letter of guarantee for the provision of an address. You can use our sample, keeping the logic of the document and not forgetting to specify the required information, such as:

in the "header" - the details of the lessor and the name of the IFTS, where it is supposed to register the company;
detailed address, area of the leased premises and its characteristics - as will be indicated in the lease agreement;
the name of the head of the LLC being created and its company name;
confirmation of readiness to transfer the premises for use under a lease agreement.

It is not necessary to indicate the date in the letter of guarantee for the registration of an LLC. You can specify, but it does not matter - the letter of guarantee does not have an expiration date.

Please note: in the letter of guarantee, the owner states that he will conclude a lease agreement with the head of the LLC when the LLC is registered, but he is not obliged to do this. By a letter of guarantee, he certifies that he has nothing against the fact that a specific legal entity will be registered at the address of the property he owns. Ultimately, whether to enter into an agreement or refuse this idea is the free choice of the owner, and a letter of guarantee is not a decree for him. Therefore, if you want to be sure that the square meters will remain with you, draw up a preliminary agreement with the landlord.

All this also works in the opposite direction: the head of the LLC is not obliged, following the registration of the company, to rent an office from the person who provided a letter of guarantee on the lease during the registration of the LLC. Having refused preliminary agreements, you will have to notify the tax authority about the change of legal address. Do this in the form P13001 or P14001. The first is used if the legal address was indicated in the charter, which means that with its change, the text of the charter will also have to be adjusted. The second form is suitable for those LLCs whose charter does not lose relevance from a change in legal address.

Letter of guarantee to the legal address from an individual

If you are registering an LLC at the head's home address, then you will not need a letter of guarantee to register a legal address. In this case, you will need consent from the owner of the premises and, possibly, other persons registered in it. Specify the requirements in the inspection where you plan to register.

A letter of guarantee to a legal address from an individual is necessary in a situation where an individual is the owner of the premises rented by the organization. It is drawn up by analogy with a letter from a legal entity. Only the details of the company will no longer appear here. Only the last name, first name, patronymic of the citizen, his consent to the registration of such and such an LLC at such and such an address, assurance that he is the owner, that he does not violate the interests of the state and third parties by entering into a lease agreement, and so on.

Interestingly, the owner of non-residential premises has the right to issue a letter of guarantee to himself if he acts as the founder of an LLC and wishes to use the premises owned by him as the legal address. Such a letter is written as a rental guarantee given legal entity physical. The fact of the coincidence of the name of the head of the LLC and the landlord will not confuse the registering authority.

Whoever acts as a landlord, he must be prepared for the fact that an employee of the registration authority will contact him at the contact number indicated in the letter of guarantee. This is a common procedure, because the employee who accepted the documents for registering an LLC needs to make sure that the information provided is correct. If the landlord is not available or does not respond, there is a chance that the LLC will not be registered, considering the letter of guarantee invalid.